Job Description

Roles & Responsibilities

Principal Duties and Responsibilities

1. Duty and Responsibility: Document Control and Management

Tasks

• Establish, implement and maintain project document control procedures and filing systems.

• Register, classify, distribute, track and archive all incoming and outgoing documents.

• Maintain Master Document Register (MDR) and ensure all records are updated.

• Ensure all document numbering and coding comply with project procedures.

• Control document revisions and ensure only latest approved versions are used.

2. Duty and Responsibility: Technical Submission Tracking

Tasks

• Maintain logs for:

  • Shop Drawings

  • Material Submissions (MAR)

  • Method Statements

  • RFIs

  • Technical Queries (TQ)

  • Inspection Requests (IR)

  • NCR/CAR

  • Correspondence

  • Authority Submissions

• Monitor approval status and issue reminders for overdue items.

• Generate weekly and monthly submission status reports.

3. Duty and Responsibility: Correspondence and Transmittal Management

Tasks

• Maintain correspondence registers and transmittal records.

• Issue document transmittals for all outgoing documents.

• Ensure document distribution follows the approved communication matrix.

• Track responses and maintain document history records.

4. Duty and Responsibility: Filing and Records Management

Tasks

• Maintain both hardcopy and electronic filing systems.

• Ensure latest revisions are available and obsolete documents are removed.

• Maintain project document backups.

5. Duty and Responsibility: Reporting Support

Tasks

• Prepare weekly and monthly document status reports.

• Support project teams in preparing document-related reports and records.

Key Internal Interaction

• Project Manager

• Procurement Team

• QA/QC Team

• Site Team

• Document Controller

Key External Interaction

• Client

• EPC Contractor

• Consultant

• Suppliers

• Subcontractor

• Authorities

Qualification & Skills Requirement

Education Qualification and Major

• Diploma or Bachelor Degree in Engineering, Administration, or related disciplines.

Specific / Relevant Working Experience

• Minimum 3 years of document control experience in EPC or construction projects.

• UAE project experience is preferred.

Desired Candidate Profile

• Familiar with document control procedures and document numbering systems.

• Familiar with MAR, Shop Drawings, RFI, IR and project correspondence processes.

• Good command of Microsoft Office and document management software.

• Good English communication skills.