Site Document Controller

About AMANA:

Group AMANA is in constant forward motion. Over decades of growth, we have adopted intelligent solutions that improve the way we build, making AMANA a regional leader in the industry today.

We have gone beyond conventional construction by championing intelligent solutions that improve the way we build. We are the region’s trusted design and build company, specializing in industrial construction for over three decades. Our reputation is built on our ability to provide turnkey solutions for fast-track projects repeatedly.

We are a human-centric organization promoting learning and development opportunities for all employees to thrive in dynamic markets. By investing in our people’s continued growth and learning, we challenge and change how we build together – people and business.

We are an equal opportunity employer and welcome applications from all qualified candidates. We are committed to fostering an inclusive environment and encourage talented individuals from all backgrounds to apply.

Job Summary:

We are seeking an organized and detail oriented Document Controller to manage, control, and maintain project documentation throughout the entire project lifecycle.

The successful candidate will ensure that all technical, contractual, quality, commercial, and project records are accurately registered, securely maintained, easily retrievable, and distributed to the relevant stakeholders in a timely manner. The role requires close coordination with Project Management, Engineering, QA/QC, HSE, Commercial, and site teams to support the successful delivery and close out of design and build industrial, commercial, and data center projects.

Key Responsibilities:

• Maintain and control all project documentation, including contract documents, drawings, technical submittals, quality records, invoices, schedules, material logs, correspondence, and reports.
• Ensure project documents are accurately identified, securely stored, easily retrievable, and protected against loss, damage, unauthorized access, or misuse.
• Review project document control requirements, contractual requirements, specifications, and procedures relevant to document management activities.
• Assist the Project Manager in establishing and maintaining the project document distribution matrix, filing structure, and document control procedures.
• Coordinate with Project Management, Engineering, QA/QC, HSE, Commercial, Procurement, and site teams to ensure timely document submission, review, approval, distribution, and close-out.
• Manage and maintain project documentation within approved Electronic Document Management Systems (EDMS) such as Autodesk Construction Cloud (ACC), Aconex, SharePoint, Dropbox, or other company-approved platforms.
• Ensure document metadata, naming conventions, document numbering systems, revision controls, and workflows are applied in accordance with project and company requirements.
• Maintain and regularly update document registers, drawing logs, submittal logs, correspondence trackers, and records of incoming and outgoing documents.
• Prepare, issue, and track document transmittals to clients, consultants, subcontractors, suppliers, and other relevant stakeholders.
• Distribute documents to authorized personnel in accordance with approved distribution matrices, project procedures, and information security requirements.
• Control document revisions and ensure that only the latest approved versions of documents are available and used by the project team.
• Identify, record, archive, and maintain obsolete or superseded documents to prevent unintended use.
• Monitor document review and approval workflows, follow up on outstanding submissions, and highlight delays that may impact project schedules or deliverables.
• Manage and track project deliverables, including RFIs, shop drawings, technical submittals, material approvals, method statements, inspection requests, quality records, NCRs, reports, and other project documentation.
• Support the preparation, submission, tracking, and maintenance of project quality documentation in coordination with the QA/QC team.
• Ensure all document control activities are performed in compliance with the Company Quality Management System (QMS), project procedures, contractual requirements, and client requirements.
• Prepare and maintain periodic document control reports, including document status reports, overdue submittal reports, outstanding review comments, and project KPI reports.
• Support internal and external audits by providing accurate, complete, and traceable project records and documentation.
• Coordinate effectively with clients, consultants, subcontractors, vendors, and internal stakeholders regarding document submissions, reviews, approvals, and close-out requirements.
• Maintain complete project records throughout the project lifecycle, including defect liability, warranty, and contractual retention periods, in accordance with contractual, company, and legal requirements.
• Compile, manage, and control project close-out documentation, including test reports, operation and maintenance manuals, warranties, as-built drawings, authority approvals, handover packages, and final records.
• Ensure complete electronic and hard-copy documentation is available for project handover, final archiving, audits, claims management, and future reference.
• Maintain confidentiality of project information and ensure compliance with company information security, data protection, and document retention requirements.

Qualifications and Skills:

• Bachelor's in Business Administration, Information Management, or a related field.

• Minimum 5 years of relevant document control experience in building, industrial, infrastructure, or data center projects.

• Prior knowledge of Autodesk Construction Cloud (ACC), Aconex, SharePoint, Dropbox is mandatory.

• Previous experience supporting industrial projects, commercial facilities, data centers, or other fast track construction projects is strongly preferred.

• Strong understanding of construction documents, engineering drawings, technical submittals, material approvals, RFIs, method statements, inspection records, and project close out documentation.

• Proficiency in Microsoft Office applications.

• Strong organizational and time management skills.

• Excellent attention to detail and commitment to maintaining accurate and complete project records.

• Good written and verbal communication skills in English; Arabic language skills are an advantage.

What makes a true AMANAian?

• We know that our company growth and success come from our people who continuously drive our company, partners, and clients forward. Our community of talented employees, AMANAians, are built on the eight foundations of the Group Amana workforce.

• We are Team Players.
• We are Reliable.
• We communicate with Clarity.
• We make decisions based on Understanding.
• We are Accountable.
• We foster Integrity.
• We are human Driven.
• We are Adaptable and Agile.