Document Controller Lead📣 Job Ad

About the Role

UCC Holding is seeking a Document Controller Lead to join their team in Riyadh, Saudi Arabia. This full-time role is central to managing, controlling, and archiving project documentation throughout its lifecycle. The successful candidate will ensure all project and organizational documents are accurately received, registered, tracked, and distributed in compliance with company policies and project requirements. The position requires 2-5 years of relevant experience, with strong practical experience in Oracle Aconex and Electronic Document Management Systems (EDMS).

Core Document Control Responsibilities

• Oversee the organization, maintenance, control, tracking, and distribution of all project documents and records.
• Ensure proper receipt, registration, classification, processing, tracking, distribution, and archiving of incoming and outgoing documents.
• Maintain accurate document registers, logs, trackers, and electronic records throughout the project lifecycle.
• Manage document numbering, coding, revision control, status, metadata, and document traceability.
• Ensure stakeholders have access to the latest approved versions of project documents.
• Manage technical, commercial, contractual, and project documentation, including drawings, RFIs, submittals, method statements, correspondence, reports, and approvals.
• Monitor document submissions, reviews, approvals, responses, and outstanding actions, ensuring timely follow-up.
• Develop, implement, and maintain document control procedures, workflows, guidelines, and standards.

Oracle Aconex and EDMS Expertise

• Serve as a key user and administrator of Oracle Aconex for project document control and information management.
• Manage Aconex document uploads, registrations, revisions, transmittals, workflows, distributions, submissions, reviews, and approvals.
• Maintain Aconex document metadata, revision history, audit trails, registers, and project records.
• Manage appropriate user access, permissions, distribution groups, and workflows in Aconex.
• Monitor Aconex workflows and follow up on pending reviews, approvals, responses, and actions.
• Generate document control, workflow, transmittal, and status reports as required.
• Provide training and support to project personnel on Aconex procedures and best practices.
• Support the optimization and continuous improvement of Aconex and other EDMS platforms.

Stakeholder Collaboration and Compliance

• Collaborate with Project Managers, Engineers, Consultants, Contractors, Clients, Commercial Teams, QA/QC, HSE, and other stakeholders to facilitate efficient document exchange.
• Resolve document-related issues and ensure alignment with project requirements and schedules.
• Provide guidance and support to Document Controllers and project personnel to ensure consistent practices.
• Maintain effective communication and follow-up with stakeholders regarding outstanding documentation and actions.
• Ensure compliance with Company Quality Management System, IMS policies, contractual requirements, and applicable industry standards.
• Support internal, client, consultant, and external audits by ensuring required documentation is complete and readily available.
• Continuously review and improve document control processes, workflows, systems, and reporting.

Document Lifecycle, Security, and HSE

• Ensure the confidentiality, integrity, and security of project information and documentation.
• Manage document access permissions and ensure sensitive information is accessible only to authorized personnel.
• Identify and mitigate risks related to data loss, unauthorized access, duplicate documents, incorrect revisions, and incomplete records.
• Maintain accurate audit trails and document histories for full accountability and traceability.
• Ensure superseded and obsolete documents are identified, withdrawn from active use, and properly archived.
• Maintain proper document retention, retrieval, and disposal in accordance with contractual and Company requirements.
• Support project closeout by ensuring all required documentation is complete, verified, indexed, approved, and archived.
• Comply with Company HSE policies, procedures, and project requirements, and support IMS requirements.

Candidate Profile and Qualifications

• 2-5 years of experience managing technical, commercial, contractual, and project documentation.
• Proven experience with document numbering, registration, revision control, transmittals, workflows, submissions, approvals, and distribution.
• Experience working with multidisciplinary project teams, consultants, contractors, and clients.
• Experience in construction, engineering, infrastructure, or large-scale project environments is preferred.
• GCC experience, particularly on major projects, is an advantage.
• Experience developing and implementing document control procedures and workflows is highly desirable.
• Strong understanding of document registers, transmittals, workflows, revision control, document status, and audit trails.
• Excellent organizational, coordination, communication, and follow-up skills.
• Strong attention to detail, accuracy, confidentiality, and document integrity.
• Ability to manage multiple priorities, work effectively under pressure, and lead/mentor Document Control teams.
• Proactive approach to process improvement, quality, compliance, and information management.