Document Controller

SYSTRA is one of the world’s leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA’s mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Context

SYSTRA is looking for an experienced and detail‑oriented Document Controller to join our team. In this role, you will be responsible for managing all aspects of document control and project documentation, ensuring proper distribution, tracking and retrieval of project documents throughout all project phases, using Electronic Document Management Systems (EDMS) such as Autodesk Construction Cloud (ACC).

Missions/Main Duties

• Manage document control processes from project initiation through to close‑out, ensuring that all project documents are properly received, registered, tracked, updated and archived in accordance with project procedures and client requirements.

• Scan and electronically distribute documents as PDF digital copies to designated recipients, ensuring accurate indexing and metadata, and upload them to the client Contract Management System and Autodesk Construction Cloud (ACC) as required.

• Maintain a hard‑copy reference library for all project documentation to ensure quick and easy retrieval of information and alignment between hard‑copy and electronic records.

• Utilize Autodesk Construction Cloud (ACC) and other approved EDMS platforms to control and update the status of contract documents, including workflows, revisions, approvals and transmittals.

• Prepare, register and track documents such as correspondence, reports, payment requisitions, variation orders, site instructions, punch lists and NCRs within ACC or other EDMS, ensuring correct coding and referencing.

• Track and update the status of submittals, safety reports, RFCs, minutes of meetings, progress photographs, contract issues and drawings, ensuring that current approved versions are clearly identifiable and accessible to all authorized project stakeholders.

• Produce regular reports on outstanding actions and responses on correspondence, submittals and other controlled documents through ACC and other EDMS, providing timely information to project management and the client.

• Support project teams in the effective use of EDMS platforms (including ACC) by assisting with user setup, folder structures, permissions, workflows, document numbering and troubleshooting of document control issues.

• Ensure that document control practices comply with SYSTRA s’ procedures, client requirements, contractual obligations and applicable quality management standards throughout the project lifecycle.

• Coordinate with internal project teams, external consultants, contractors and client representatives to manage document flows, resolve document discrepancies and maintain data integrity across all systems.

• Contribute to audits and quality reviews by providing accurate document registers, logs, histories and evidence of approvals, ensuring that records are complete and traceable for all project stages.

Profile/Skills

• Bachelors, Diploma or specialized training in document management systems or similar software.

• Minimum of 8 years’ experience in document control, with at least 4 years using EDMS on large‑scale projects.

• Proven expert‑level experience in Autodesk Construction Cloud (ACC), including set‑up and administration of projects, configuration of folders and permissions, management of submittals and RFIs, and control of design and construction documentation.

• Extensive experience in document control throughout the project lifecycle, from initiation to close‑out, using integrated project services functions.

• Proficiency in English, both written and spoken, with strong technical writing and communication skills.

• Proficient computer skills with experience in managing electronic documentation systems and data management applications.

• Preferably at least 3 years of experience working in the Gulf region.

• Ability to manage concurrent projects and handle large volumes of documentation in a structured and organized manner.

• Experience in producing detailed reports and tracking documents to ensure compliance and timely responses to project deadlines.

Systra is an equal opportunities company; this position is open to all applicants.

Workplace Type

On-site