Document Controller & Site Secretary

About the role

The Document Controller / Site Secretary will oversee the management, distribution, and archiving of all project documentation for MEP contracting projects. This role ensures that documents are accurate, up‑to‑date, and compliant with company and client procedures.

Key responsibilities

• Maintain and update project and office documents, including drawings, submittals, RFIs, MIRs, NCRs, and transmittals.
• Control revision status and ensure only the latest approved versions are circulated.
• Prepare and issue transmittals, letters, reports, and official correspondence to consultants, clients, and authorities.
• Coordinate with engineers, consultants, subcontractors, and suppliers to secure timely document approvals.
• Generate weekly/monthly status reports on pending and approved submissions.
• Support authority approval processes (DEWA, DCD, DM, SEWA, TAQA, ADCD, etc.).
• Organise meetings, record minutes, and track action items.
• Handle office administration tasks such as scheduling, filing, scanning, and document formatting.
• Assist in compiling as‑built drawings, O&M manuals, warranties, and handover dossiers.
• Ensure compliance with ISO 9001:2015 quality management and company document control standards.

Required profile

• Bachelor’s degree or diploma in Business Administration, Office Management, Engineering or related field.
• 5–8 years of experience as a Document Controller or Secretary in MEP contracting, with 3–5 years in the GCC (preferably UAE).
• Familiarity with ISO 9001:2015 and document control procedures.
• Certification or training in document control systems (e.g., Aconex, Procore) is an advantage.

Required skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with document management platforms such as Aconex, Procore, Asite or EDMS.
• Strong knowledge of document control procedures, filing systems, and project correspondence management.