Job Description
About the job Senior Document Controller
Hill International provides program, project, and construction management services for clients in a range of sectors undertaking major construction projects across the world. Our services include cost engineering and estimating, quality assurance, inspection, scheduling, risk management, and claims avoidance.
General Description of Role and Responsibilities:
Responsible for the timely, accurate and efficient preparation and management of project documents, helping the project to stay on track. The selected individual is expected to:
Primary responsibilities include capturing/creating, managing & controlling, delivering & distributing, preserving/retrieving and storing/archiving all phases of the client's program/project records and communication
Ensure that everyone involved in the project follows the Client's document control procedure
Follow up with the project team and the Client' other department team to ensure that the project communications and correspondences are handled on-time
Ensure all aspects of documentation are effectively controlled, captured via Aconex or other EDMS within the client application landscape and communicated as required
Verify the documents quality (QA check), this includes its format, metadata, consistency, revision status, etc.
Responsible for processing of corporate and project related documents via Aconex/ EDMS
Ensure all projects/programme documents are processed and managed via EDMS/ Aconex, including workflows in other digital systems
Responsible for processing Procurement and change management processes Contract Request, Work
Confirmation, Variation request, etc via Oracle system and monitor the payments status of the
Consultant/Contractors/Suppliers
Coordinate with project stakeholder and create project communication matrix and update as needed
Distribution/circulation of documents as per the approved communication matrix via Aconex/ other communication channels as defined
Maintain project directory and update as needed
Ensure all the documents are updated on the Central Repository
Ensure the payment tracker is updated on a regular basis and are available to the team use
Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE (Quality, Safety and Environment) procedures, if available
Establish a system for archiving project documents for future reference and audits, and decide on key search string references to be specific (numbering system) to maintain data standardization
Maintain confidentiality around sensitive documentations and communications
Utilize document control software and tools for efficient data management and ensure all the stakeholders have access to the project data for their use and audit purpose.
Clarify document control queries from the PMC, Consultants, and contractors.
Coordinate, support, and communicate with consultants and/or Project document controllers as and when required.
Ensure all documentation complies with industry standards, regulations, and project requirements
Train team members and project personnel on document control procedures
Qualifications, Experience, Knowledge and Skills:
Bachelor's in civil engineering, or other Engineering fields.
Required Bachelor's degree (or equivalent) from a reputable University
Professional work experience of 8-10+ years Document Control experience on Aconex with 4+ years of experience in the Middle East region
Demonstrable track record in the delivery of large multi-functional projects
Good working knowledge in ACONEX Document Management System, including workflows
Excellent knowledge of MS Office (Advanced Excel, PowerPoint, and Word), and software knowledge of Share-point, Oracle EBS, I-procurement
Working knowledge in Oracle Suite is an added advantage
In-depth knowledge of document control systems and procedures
Understanding of industry regulations and compliance requirements relevant to real estate projects
Knowledge of quality control processes to ensure the accuracy and completeness of project documents
Fluent in English, Arabic is a plus
Excellent organizational skills to maintain a structured document management system
Strong communication and interpersonal skills with the ability to collaborate effectively with stakeholders at all levels
Experience of working in a fast-paced, dynamic environment
Strong attention to detail to ensure accuracy in document management
Ability to resolve document-related issues and discrepancies
Effective time management to meet project deadlines and document control requirements
Well-organized, diligent, proactive, assertive, well-disciplined, and commercially astute
