Job Description

Roles & Responsibilities

We are seeking a highly organized and detail-oriented Document Controller / Administrator to manage project documentation, correspondence, records, and administrative activities. The successful candidate will ensure all project documents are properly controlled, tracked, distributed, and archived in accordance with company procedures and project requirements. The role also involves providing administrative support to project teams and maintaining efficient document management systems.

Key Responsibilities

Document Control

• Establish and maintain an effective document control system for project documentation.

• Receive, log, register, track, and distribute incoming and outgoing documents.

• Maintain document registers, transmittals, correspondence logs, submittal logs, and records databases.

• Ensure all project documents are accurately filed, archived, and retrievable when required.

• Monitor document revisions and maintain version control.

• Upload, manage, and update information within Electronic Document Management Systems (EDMS).

• Ensure compliance with company document control procedures and client requirements.

• Coordinate document submissions between Compagny, project teams, contractors, consultants, and clients.

• Track approval status of drawings, material submittals, RFIs, technical documents, and reports.

• Prepare regular document control reports and status updates.

Administration Support

• Provide administrative support to project managers, engineers, and site teams.

• Prepare meeting agendas, minutes of meetings (MoM), and action trackers.

• Manage project correspondence and office communications.

• Coordinate project meetings, appointments, and travel arrangements when required.

• Maintain office filing systems, records, and project databases.

• Assist in preparing project reports, presentations, and contractual documentation.

• Support onboarding activities and maintain personnel records as required.

Records Management

• Maintain confidential records and ensure data security.

• Manage project closeout documentation and final archiving.

• Ensure all project records are retained in accordance with company and contractual requirements.

• Facilitate audits by providing accurate and complete documentation.

Coordination & Communication

• Liaise with Company, contractors, consultants, clients, vendors, and internal departments regarding documentation requirements.

• Follow up on overdue submissions and approvals.

• Ensure timely circulation of approved documents to relevant stakeholders.

Desired Candidate Profile

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

• Minimum 5 years of experience in document control and administrative support, preferably in construction, engineering, infrastructure, or consultancy environments.

• Knowledge of document control practices and records management procedures.

• Certification in document control or project administration is an advantage.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with Electronic Document Management Systems (EDMS) such as:

• Aconex ( Preferable )

• SharePoint

• Autodesk Construction Cloud (ACC)

• Oracle Primavera Unifier

1. Excellent document tracking and filing capabilities.

2. Strong data entry and reporting skills.

3. Familiarity with project workflows and construction documentation processes.

Soft Skills

• Excellent organizational and time-management skills.

• Strong attention to detail and accuracy.

• Effective communication and interpersonal skills.

• Ability to work under pressure and manage multiple priorities.

• Professional approach to handling confidential information.

• Strong problem-solving and coordination abilities.

Preferred Experience

• Experience in large-scale construction, infrastructure, transportation, utility, or engineering consultancy projects.

• Familiarity with ISO 9001 Quality Management Systems.

• Experience working with multinational teams and clients.

• Knowledge of project lifecycle documentation requirements.

Key Performance Indicators (KPIs)

• Timely processing and distribution of project documents.

• Accuracy and completeness of document records.

• Compliance with document control procedures and standards.

• Reduction of overdue document reviews and approvals.

• Efficiency in document retrieval and reporting.

• Stakeholder satisfaction with administrative support services.

Reporting To

Primary to Jeddah Office Manager and Secondary to the Project site Manager.

Directly Coordinates With

• Corporate

• Project Site Manager

• Engineers and Inspectors

• Contractors and Subcontractors

• Clients and Consultants

• Quality and Administration Teams