Summary
Dar Al Riyadh is seeking a Document Controller for a high-rise, five-star hotel renovation project in Madinah. The role manages project records and correspondence through the full document-control lifecycle, including EDMS administration, revision tracking, registers, reporting, and coordination of reviews and approvals. The successful candidate will have at least 15 years of document-control experience in engineering, construction, or project-management consultancies, with experience on large or complex projects. A relevant qualification, advanced EDMS skills, and fluency in written and spoken English are required; Arabic is preferred.
The posting
As published on daralriyadh.com. Pulled from the employer's site and shown as they wrote it.
Key Responsibilities:
- Manage the complete document-control lifecycle for a high-rise, five-star hotel renovation project.
- Administer the project’s Electronic Document Management System, such as Aconex, Procore, or SharePoint.
- Register, number, classify, distribute, track, retrieve, and archive all project documents and correspondence.
- Process incoming and outgoing letters, RFIs, technical submittals, shop drawings, method statements, inspection requests, site instructions, and reports.
- Ensure compliance with approved document numbering, naming conventions, templates, workflows, and distribution matrices.
- Maintain accurate revision control and ensure project teams use only the latest approved documents.
- Track consultant review periods, contractor resubmissions, approvals, and overdue documents.
- Issue reminders and escalation alerts for outstanding reviews, responses, and submissions.
- Maintain document registers, drawing logs, correspondence trackers, and transmittal records.
- Prepare weekly and monthly document-control reports and performance metrics.
- Conduct regular quality checks to ensure the accuracy, completeness, and traceability of project records.
- Coordinate document workflows with the client, consultant, contractor, engineers, and site inspectors.
- Maintain the confidentiality and controlled access of sensitive project information.
- Organize closeout and handover packages, including as-built drawings, O&M manuals, warranties, test certificates, and authority approvals.
- Ensure all final project records are properly indexed, archived, and transferred to the client.
Minimum Requirements:
- Bachelor’s degree, diploma, or professional qualification in Document Control, Information Management, Business Administration, or a related field.
- Minimum 15 years of document-control experience within engineering, construction, or project-management consultancies.
- Proven experience supporting large commercial buildings, high-rise developments, five-star hotels, or major renovation projects.
- Advanced proficiency in EDMS platforms, particularly Aconex, Procore, or SharePoint.
- Strong knowledge of document numbering, revision control, transmittals, technical-submittal workflows, and project filing systems.
- Experience managing drawings, RFIs, material submittals, method statements, correspondence, and closeout documentation.
- Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
- Strong ability to prepare and maintain registers, trackers, dashboards, and document-status reports.
- Excellent organisational skills, attention to detail, accuracy, confidentiality, and process discipline.
- Ability to manage high volumes of documents while meeting strict deadlines.
- Previous experience working for an engineering or construction supervision consultancy is required.
- Experience compiling as-built drawings, O&M manuals, warranties, and final handover packages is essential.
- Experience in Madinah Central Area or similarly complex projects is preferred.
- Professional certification in document control or electronic information management is an advantage.
- Fluency in written and spoken English is mandatory; Arabic is preferred.