The Role
Manage project document control systems for MEP, HVAC, electrical, plumbing, firefighting, ELV, and facility management projects. Register, distribute, track, revise, archive, and report on technical documents, drawings, submissions, RFIs, approvals, and handover records. Coordinate with project teams, consultants, clients, and vendors while ensuring document accuracy, confidentiality, timely approvals, procedural compliance, and audit readiness.
Summary Generated by Built In
Seeking an organized and detail-oriented Document Controller to manage, maintain, track, and distribute project-related documents for MEP, HVAC, electrical, plumbing, firefighting, fire alarm, ELV, and facility management projects. The role involves maintaining accurate document records, managing revisions and approvals, coordinating with project teams, and ensuring compliance with document control procedures and project requirements.
Key Responsibilities:
- Maintain an organized document control system for all project-related documents.
- Register, classify, distribute, track, and archive incoming and outgoing documents.
- Maintain document numbering systems, revision histories, and document registers.
- Ensure the latest approved drawings and documents are available for project execution.
- Manage engineering drawings, RFIs, method statements, material submittals, shop drawings, as-built drawings, and technical submissions.
- Track consultant and client approvals and follow up on pending submissions.
- Coordinate with project managers, planning engineers, site engineers, QA/QC engineers, procurement teams, and clients.
- Prepare document status reports, submission logs, and approval tracking reports.
- Support project handover documentation and maintain records for completed projects.
- Ensure compliance with document control procedures, ISO standards, and project requirements.
- Maintain confidentiality and ensure proper storage, retrieval, and retention of documents.
- Assist with internal and external audits and monitor document turnaround times.
- Prepare weekly and monthly document control reports.
Requirements
- Diploma or bachelor's degree in Engineering, Business Administration, or a related field.
- 3–7 years of experience as a Document Controller.
- Experience in MEP, HVAC, construction, infrastructure, or facility management projects.
- GCC/UAE project experience is preferred.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Knowledge of document management systems such as Aconex, Procore, EDMS, or SharePoint.
- Understanding of engineering drawings, technical documentation, and revision control.
- Strong organizational skills and attention to detail.
- Excellent communication, coordination, and time management skills.
- Ability to manage multiple tasks, handle large volumes of documents, and meet project deadlines.
- Document Controller certification is an added advantage.
Skills Required
- Diploma or bachelor's degree in Engineering, Business Administration, or a related field
- 3-7 years of experience as a Document Controller
- Experience with MEP, HVAC, construction, infrastructure, or facility management projects
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
- Knowledge of document management systems such as Aconex, Procore, EDMS, or SharePoint
- Understanding of engineering drawings, technical documentation, and revision control
- Strong organizational skills and attention to detail
- Excellent communication, coordination, and time management skills
- Ability to manage multiple tasks, handle large volumes of documents, and meet project deadlines
- GCC/UAE project experience
- Document Controller certification
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The Company
What We Do
Cynosure Corporate Solutions is a human capital services company focused on helping clients align their people strategy with business goals. Its offerings include executive search, recruitment, training, temporary staffing, statutory compliance, and other HR-aligned services. The company says it works to understand client objectives and connect human-resource planning with those objectives, supporting organizations’ workforce needs through tailored talent and employment solutions.
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