Document Controller

About House of Consulting Office for Consulting Engineers Co. (HCO)

House of Consulting Office for Consulting Engineers Co. (HCO) is a prominent multidisciplinary consulting engineering firm operating in Saudi Arabia. The company specializes in delivering integrated architectural, engineering, planning, and consultancy services, providing comprehensive solutions that support clients across the entire project lifecycle.

The Role of Document Controller

HCO is seeking an experienced Document Controller to join its team in Medina, specifically in Al Har Al Ulya. This full-time position requires 2-5 years of experience and is central to managing project documentation systems, ensuring accuracy, compliance, and efficient information flow throughout various projects.

Key Responsibilities

• Manage and maintain the project document control system, ensuring accurate registration, tracking, distribution, and archiving of all records.
• Control the receipt, registration, issuance, distribution, and filing of project documents, including correspondence, technical submittals, drawings, reports, RFIs, specifications, and meeting minutes.
• Administer and manage the Aconex platform, covering document registers, transmittals, workflows, distribution matrices, and user permissions.
• Monitor document workflows and follow up with project stakeholders to ensure timely reviews, approvals, and document distribution.
• Maintain document numbering, revision control, metadata, and document status tracking in accordance with project procedures and client requirements.
• Manage project information within Document Management Systems (DMS) and Common Data Environments (CDE), ensuring proper classification, indexing, retrieval, and archiving.
• Coordinate with project managers, resident engineers, contractors, consultants, and client representatives regarding document submissions and approvals.
• Prepare weekly and monthly document control reports, including submittal logs, overdue items, workflow status, and correspondence registers.
• Monitor document review cycles and escalate delays affecting project deliverables.
• Ensure compliance with project document control procedures, quality management standards, contractual obligations, and information management requirements.
• Conduct regular audits of document registers and project records to ensure accuracy, confidentiality, and data integrity.
• Support project audits, quality reviews, project closeout, and final handover by ensuring all documentation is complete and properly archived.
• Provide Aconex support, user guidance, and training to project team members when required.

Qualifications and Experience

• Bachelor's Degree or Diploma in Business Administration, Information Management, Engineering, or a related discipline.
• Proven experience in document control within engineering consultancy, construction, or infrastructure projects.
• Hands-on experience with Oracle Aconex and document management systems (DMS/CDE).
• Strong knowledge of document control procedures, revision management, transmittals, workflows, and project documentation.
• Experience preparing document control reports, maintaining registers, and tracking document approvals.
• Knowledge of quality management standards, project information management procedures, and document archiving practices.
• Professional certification in Document Control, Information Management, or Aconex is preferred.

Work Type

This is a full-time position based in Al Har Al Ulya, Medina.