Summary
GINCO Contracting is hiring a Document Controller for a role based in the UAE. The role administers the project EDMS and controls the registration, revision, distribution, tracking, and archiving of project documents, including drawings, submittals, RFIs, and contractual correspondence. It also supports ISO 9001 audit compliance and project handover archiving of O&M manuals, as-built drawings, and warranty certificates. Aconex, Procore, Trimble, or internal EDMS platforms are mentioned.
The posting
As published on gccginco.ae. Pulled from the employer's site and shown as they wrote it.
Job Description
2. JOB PURPOSE
Govern the project document control framework, ensuring systematic registration, distribution, archiving, and retrieval of all engineering drawings, contractual correspondences, submittals, and project records using electronic document management systems (EDMS).
3. SCOPE OF THE ROLE
Electronic document management (EDMS), drawing distribution registers, transmittal logging, consultant submittal tracking, archiving, and internal audit compliance.
4. KEY RESPONSIBILITIES
• EDMS Administration: Administer the project Electronic Document Management System (Aconex, Procore, Trimble, or internal systems), controlling access rights and metadata.
• Drawing Register Control: Log, distribute, and control all revisions of architectural, structural, and MEP shop drawings, stamping superseded drawings to prevent obsolete usage.
• Submittal & RFI Tracking: Process and track Work Inspection Requests (WIR), Material Inspection Requests (MIR), RFIs, and Technical Submittals, monitoring turnaround times.
• Transmittal Generation: Generate formal incoming and outgoing document transmittals, ensuring all attachments and revision numbers are fully verified.
• Contractual Correspondence Archiving: File, index, and archive all contractual letters, emails, site instructions, and meeting minutes systematically.
• Document Distribution: Ensure prompt distribution of approved consultant documents to project management, site engineers, QA/QC, and subcontractors.
• Quality Audit Compliance: Maintain document control archives in full compliance with ISO 9001 quality audit standards.
• Project Handover Archiving: Coordinate final archiving of project records, O&M manuals, as-built drawings, and warranty certificates at project completion.
5. AUTHORITY AND DECISION-MAKING
• Independent Decisions: Stamping and issuing controlled documents, rejecting incomplete submittals prior to logging, archiving files.
• Matters Requiring Approval: Releasing external correspondence, deleting records, granting EDMS permissions.
• Escalation Responsibilities: Consultant delays in returning submittals, unauthorized use of uncontrolled drawings to Project Manager.