Project Document Controller

Description

Summary: The Project Document Controller manages project documentation flow, storage, retrieval, formatting, and distribution, ensuring accuracy and compliance with client requirements. Highlights: 1. Manage project documentation throughout its lifecycle 2. Ensure accuracy, consistency, and client compliance of documents 3. Utilize EDMS and various software for document control and formatting **Job Purpose** The Project Document Controller is responsible for managing the flow, storage, retrieval, formatting, and distribution of project documentation to ensure accuracy, consistency, and compliance with client\-specific requirements throughout the project lifecycle. The role includes reformatting documents to meet client\-required templates and standards prior to issuance. **Key Responsibilities** Set up and maintain the Electronic Document Management System (EDMS) for the project * Receive, register, and distribute incoming and outgoing project documents (drawings, specifications, reports, correspondence, RFIs, transmittals, etc.) * Edit, reformat, and standardize documents (reports, drawings, submittals, letters, MOMs, etc.) to align with the client's required templates, formats, numbering systems, and branding guidelines before issuance * Review documents received from internal teams/subcontractors and convert them into the client's approved format prior to submission * Ensure correct use of client\-specific document templates, headers/footers, logos, title blocks, and cover sheets * Ensure all documents follow the project's numbering, naming, and revision control conventions * Track document review, approval, and issue cycles, ensuring deadlines are met * Maintain document logs/registers (transmittal logs, drawing registers, RFI logs, submittal logs) * Coordinate with engineering, construction, procurement, and QA/QC teams to ensure timely document flow and correct formatting * Ensure version control and prevent use of superseded documents on site or in design * Prepare and issue transmittals to clients, subcontractors, and vendors * Perform quality checks (spelling, grammar, formatting consistency, revision status) before final issue * Verify document control numbers align with the Document Numbering Procedure / Master Document Register (MDR) * Liaise directly with client document control teams to clarify formatting expectations and resolve discrepancies * Manage client portal submissions (e.g., Aconex, SharePoint, Procore, ACC) * Track and respond to client comments/markups and ensure revisions are incorporated correctly * Convert documents between formats (Word/Excel to PDF, CAD to PDF, etc.) as required by client systems * Apply digital signatures/stamps and watermarks (e.g., 'For Construction,' 'Approved,' 'Superseded') * Support document audits and ensure compliance with ISO 9001 or other quality standards * Prepare weekly/monthly document control status reports (turnaround time, outstanding submittals, overdue reviews) * Track KPIs such as on\-time submission rate, rejection rate, and cycle time * Develop/update the Project Document Control Procedure (PDCP), including client formatting standards * Ensure proper document classification (Confidential, Internal, Public) per client/company policy * Archive documents at project closeout and ensure proper handover * Provide training/guidance to project staff on document control and formatting procedures * Maintain confidentiality and data security of sensitive project information **Qualifications \& Requirements** **Education** * Diploma or Bachelor's degree in Engineering, Business Administration, Information Management, or related field **Experience** * 3–5\+ years of experience in document control, preferably in construction, oil \& gas, EPC, or engineering projects * Experience working with client\-specific document formatting/templating requirements is an advantage **Skills** * Proficiency in EDMS/document control software (e.g., Aconex, SharePoint, ProjectWise, Documentum, ACC) * Strong hands\-on skills in MS Word, Excel, and PowerPoint formatting (styles, templates, headers/footers, mail merge, macros) * Working knowledge of Adobe Acrobat (PDF editing, forms, redlining) and Bluebeam/AutoCAD for drawing\-related formatting * Excellent organizational and multitasking abilities * High attention to detail and accuracy in formatting and content * Good communication skills (written and verbal) * Understanding of project lifecycle and document control procedures/standards * Ability to work under pressure and meet tight deadlines * Adaptability to multiple client formatting standards across concurrent projects **Key Competencies** * Time management * Process discipline * Formatting precision \& consistency * Client\-service orientation * Confidentiality * Team coordination * Problem\-solving Pay: QAR4,000\.00 \- QAR5,000\.00 per month Work Location: In person