Senior Document Controller

About the Role

Mohammad Al Habib Real Estate, a company established in 1972 specializing in real estate investments and developments, is seeking a Senior Document Controller. This full-time position is based in Riyadh, Saudi Arabia, and is posted for Asalah Residence Company, a subsidiary of Mohammad Al Habib Real Estate. The role involves managing the project's document control system to ensure all project documentation is accurately registered, controlled, distributed, and archived.

Role Purpose and Context

The Senior Document Controller is responsible for the comprehensive oversight of all project documents, including drawings, submittals, transmittals, correspondence, and records. This position ensures timely distribution, version control, and proper archiving. Beyond record-keeping, the role actively tracks pending items, generates progress reports, and facilitates timely approvals and deliverables to maintain project progress and prevent bottlenecks in document flow.

Key Responsibilities

• Set up, implement, and maintain the Document Management System and project document control procedures.
• Register, distribute, track, and archive all incoming and outgoing project documents, including drawings, specifications, RFIs, submittals, and contractual correspondence.
• Maintain document registers, transmittal logs, and revision histories, ensuring only current approved versions are in circulation.
• Follow up daily on all open submittals, RFIs, and approvals with relevant parties, escalating overdue items to management with clear action owners and deadlines.
• Prepare and issue weekly and monthly progress reports (submittal status, aging, approval rates, delays, backlog) and track them against targets.
• Build and maintain Excel-based trackers, dashboards, and KPI reports for real-time visibility of document and approval progress.
• Push for the timely closure of pending items and flag risks to project progress with recommendations.
• Apply and enforce project naming, numbering, and coding conventions across all disciplines.
• Coordinate with Technical, BIM, Planning, QS, and Site teams to ensure consistent and complete document flow.
• Manage the controlled distribution of drawings and documents to site and retrieve superseded copies.
• Supervise, train, and provide guidance to junior document controllers and administrative staff.
• Prepare and compile as-built documentation, O&M manuals, and handover packages.
• Conduct periodic audits of the document control system and support internal and external quality audits.
• Maintain confidentiality, security, and backup of project records in line with company and client requirements.

Qualifications and Experience

• Bachelor's degree in Engineering, Business Administration, Information Management, or a related field. A diploma with strong relevant experience may be considered.
• Certification in document control, records management, or project controls is preferred.
• Over 10 years of experience in document control, with at least 5 years in a senior role on large construction projects.
• Proven track record in progress reporting and follow-up on high-rise or mega-projects, ideally in Saudi Arabia or the GCC.
• Experience with the full project lifecycle, from design through construction to handover.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia, within a company specializing in real estate investments and developments. The role requires a goal-oriented, persevering, self-motivated, and ambitious individual who can contribute to the efficient management of project documentation.

Application Process

Candidates who meet the specified qualifications and experience are encouraged to apply.