Document Controller

Synopsis

To provide comprehensive document control and project administration support to the Facilities Design & Project Management Department, ensuring effective coordination, accurate documentation, and timely administrative services in compliance with company policies, quality standards, and approved procedures. The role is responsible for controlling, maintaining, and improving document management systems and workflows across all departmental projects, supporting commercial and project delivery processes, and acting as a central coordination point for internal and external stakeholders to ensure governance, traceability, and audit-ready records.

Accountabilities

• Document Control & Systems Management: Manage and control all project documentation in both electronic and hard-copy formats, ensuring accuracy, version control, traceability, and compliance with departmental procedures and company policies. Administer document management systems (e.g. Aconex, SharePoint), including upload, download, distribution, and archiving of drawings, specifications, schedules, correspondence, RFIs, and related records.Project Administration &
• Workflow Coordination: Coordinate departmental project initiation and planning processes by receiving, logging, tracking, and monitoring incoming project requests from internal stakeholders. Maintain a centralized database of active and completed projects and communicate project workflows, procedures, and status updates to relevant stakeholders.
• Commercial & Contract Administration Support: Provide administrative and coordination support during tender, delivery, and close-out stages of projects. Manage incoming vendor payment claims by logging, reviewing submissions for completeness, coordinating certification workflows, tracking approvals, and maintaining commercial records and logs in line with approved processes.
• Stakeholder Coordination & Communication: Represent the department in scheduled coordination meetings with internal and external stakeholders (e.g. Airport Operations Projects), ensuring timely dissemination of general project information, actions, and decisions to relevant parties.
• Reporting & KPI Management: Coordinate the collection, consolidation, and maintenance of weekly and monthly KPI data, including stakeholder feedback. Prepare reports, dashboards, and summaries as required, and support the communication of performance information to management and stakeholders.
• Governance, Compliance & Audit Readiness: Ensure all project and departmental documentation complies with contractual requirements, records retention policies, confidentiality standards, and audit requirements. Support internal and external audits by providing accurate, complete, and traceable documentation when required.
• Budget & Resource Administration Support: Support the project team in monitoring departmental budgets and maintaining records related to resource utilization and inventory of required office and project supplies.
• Process Improvement & Standardization: Assist in developing, maintaining, and updating document control procedures, templates, and forms to enhance efficiency, consistency, and compliance across departmental projects.
• Data Integrity & Information Security: Safeguard sensitive project and commercial information by ensuring controlled access, proper classification, and secure handling of documents in accordance with company policies.
• Ad-Hoc Support: Perform additional administrative and coordination duties as required to support the effective functioning of the Facilities Design & Project Management team.

Education & Experience

• Degree Level Education in Administration and Supporting Trainings or Certificates
• More than 5 years in Construction industry as document cotroller, commercial support
• Advanced user of office support tools such as MSWord, MSExcel, Powerpoint, Adobe Acrobat Pro and Lotus, design related software such as InDesign and AutoCAD and Document Management System such as Aconex. 4Projects, Conject (BIW) and SharePoint