Document Controller📣 Job Ad

About the Document Controller Role

Jones Engineering is seeking a dedicated Document Controller to join our team in Dammam, Eastern Province. This full-time position requires a professional to manage and maintain organized and updated project documentation, ensuring adherence to established procedures and standards. The role involves working closely with project management and stakeholders to facilitate efficient project execution.

Core Responsibilities

The Document Controller will be responsible for the primary control of all project documentation, ensuring compliance with approved document control procedures, including Jones Engineering Standard Operating Procedures (SOPs) and project-specific requirements. Key duties include:

• Managing and maintaining organized and updated project documents using document management software such as Aconex or SharePoint.
• Uploading and scanning paper documents, obtaining necessary documentation, and ensuring secure storage and recording.
• Ensuring all documentation meets project-defined formal requirements and standards before upload or acceptance from third parties.
• Sorting, storing, and retrieving electronic and hard copy documents for project stakeholders.
• Interfacing with the Project Management team and key project stakeholders to perform assigned duties.
• Producing document progress reports for accurate document management and record-keeping.
• Conducting regular document reviews and audits in coordination with QA/QC Leads.
• Ensuring documents are shared and submitted on time to facilitate timely project completion.
• Providing weekly reports to Project Control, QS, and Project Manager regarding progress and any delays related to documentation.
• Notifying project stakeholders of the latest document revisions and ensuring correct archiving for traceability.
• Maintaining SharePoint access integrity in coordination with the Project Manager to ensure confidentiality.
• Retrieving and issuing documentation as requested by project stakeholders.
• Ensuring document control submittal logs are created and maintained up-to-date.
• Checking and editing documentation for accuracy and project compliance prior to upload or distribution.
• Reporting any document control system errors for immediate rectification.
• Preparing and maintaining hard copies of documents and ensuring correct filing for easy retrieval.
• Ensuring all document control system backups are performed at defined intervals.
• Tracking, following up, and reporting any documents not returned by their due dates.
• Arranging and managing workshops or meetings to address document management issues with project stakeholders, including recording minutes.
• Recording daily timekeeping for JEG direct project staff in coordination with the Project Controls Lead.
• Managing and maintaining the JEG project site office stationery inventory.
• Providing support during project closeout, including final documentation collation and status completion.
• Monitoring document control progress and reporting overdue submittals and returns.
• Preparing ad-hoc printouts and reports as directed.
• Attending assigned training sessions.
• Supervising, developing, and mentoring project staff.
• Ensuring awareness and compliance with Quality Standard Procedures (QSPs) located in the JEG Group Quality Library.
• Fostering a productive, adaptive, and motivated team environment built on cooperation, respect, and commitment.

Qualifications and Experience

Candidates for this role should possess the following qualifications and experience:

• A minimum of 3 years of work experience on construction projects.
• Qualifications commensurate with the position, such as a relevant degree from a reputed university or trade qualifications (*, NVQ).
• Experience with document management systems (*, Aconex).
• Competency in using PC applications, including the Microsoft Office suite or equivalent.
• Experience in Data Centre Projects is considered an advantage.

Work Location and Type

This is a full-time position based in Dammam, Eastern Province.