Senior Document Controller

About the Role

Dar Al Riyadh is seeking a Senior Document Controller to administer and maintain project Electronic Document Management Systems (EDMS). This full-time role, based in Riyadh, requires a professional with over 10 years of experience in document control, particularly within construction or engineering projects.

Key Responsibilities

• Administer and maintain the project EDMS using platforms such as Aconex, Procore, SharePoint, or other designated systems.
• Establish and implement document control procedures, workflows, templates, coding structures, and submission protocols.
• Register, number, quality-check, track, and distribute all incoming and outgoing project correspondence.
• Process various project documents including drawings, shop drawings, technical submittals, material submissions, method statements, RFIs, site instructions, inspection records, and change documentation.
• Verify compliance of submissions with approved document-numbering conventions, metadata requirements, revision-control procedures, and distribution matrices.
• Maintain strict revision control, ensuring superseded documents are clearly identified, withdrawn, and archived to prevent unintended use.
• Maintain updated master document registers for all project documentation.
• Monitor document workflows and engineering-review turnaround times against contractual and project requirements.
• Issue reminders, notifications, and escalation alerts for overdue reviews and delayed submissions.
• Coordinate document reviews across various project disciplines.
• Produce weekly and monthly reports on submission status, pending actions, overdue items, approval trends, and document-control KPIs.
• Maintain accurate transmittal records and verify receipt and acknowledgment.
• Control document access permissions and protect confidential information.
• Maintain complete audit trails for all document lifecycle stages.
• Support project management and discipline engineers in document retrieval.
• Coordinate with contractor document controllers and conduct routine quality checks and audits of their records.
• Identify gaps, duplication, missing information, and inconsistencies within project registers and databases.
• Train and guide project personnel on EDMS workflows and document management procedures.
• Support meeting administration by controlling agendas, minutes, and action registers where required.
• Coordinate the progressive collection of closeout documentation throughout the project.
• Prepare and maintain a closeout-documentation tracker.
• Coordinate the compilation, checking, and final submission of as-built drawings, O&M manuals, warranties, certificates, test records, and training documentation.
• Verify that final documentation is complete, correctly indexed, approved, and consistent with contractual handover requirements.
• Prepare final electronic and hard-copy project archives in accordance with Client requirements.
• Support document migration, data transfer, and final EDMS closeout.
• Comply with applicable Client procedures, contractual requirements, quality standards, information-security controls, and occupational health and safety obligations.

Qualifications and Requirements

• Bachelor’s degree or diploma in Information Management, Business Administration, Records Management, or a relevant discipline from a recognized institution.
• Minimum of 10 years of professional document-control experience, with substantial responsibility on construction or engineering projects.
• Demonstrated experience working within an engineering supervision consultancy is mandatory.
• Proven experience managing high volumes of technical drawings, submittals, correspondence, and contractual records.
• Advanced practical capability in at least one major EDMS platform, preferably Aconex, Procore, or SharePoint.
• Strong knowledge of document numbering, metadata management, revision control, transmittals, workflow management, and distribution matrices.
• Experience maintaining master document registers and producing status and performance reports.
• Proven experience compiling and controlling project closeout dossiers, including as-built records, O&M manuals, and warranties.
• Advanced Microsoft Excel skills, including data validation, filters, lookup functions, pivot tables, and reporting trackers.
• High level of accuracy, organization, confidentiality, and process discipline.

Work Environment

This is a full-time position based in Riyadh, requiring close coordination with project teams and external stakeholders to ensure efficient document management across projects.