Document Controller

Job Description

Provide document control expertise to support the delivery of capital projects across Ports & Maritime CAPEX Programmes with an annual earned value typically exceeding 1 billion AED, ensuring alignment with AD Ports Groups Capital Projects Delivery Policy, governance framework, and strategic objectives. Maintain and manage receipt and issuance of project documents for the ports and maritime programme using the electronic document management system (EDMS).

Responsibilities

Core Responsibilities

• Create, update, and maintain a centralized project database, including key project information, assigned project team members, stakeholders, and their contact details.
• Manage and support EDMS user access for internal teams, contractors, and consultants, including system orientation and training on EDMS functionalities.
• Prepare and manage document distribution matrices for new and ongoing projects, updating them as required and distributing documents accordingly.
• Capture, archive, distribute, and track all incoming and outgoing project documents.
• Ensure all documentation complies with internal Document Control Center (DCC) standards, procedures, and quality requirements.
• Conduct quality checks on documents before distribution, verifying formatting, revision control, and compliance with project standards, while maintaining strict confidentiality and security of controlled documents.
• Ensure that document changes are properly reflected, controlled, and recorded in archives in accordance with approved procedures.
• Monitor document submissions and reviews, and identify and escalate delays, discrepancies, or non‑compliant submissions to relevant stakeholders.
• Prepare dashboards and summary reports on project documentation status, ensuring confidentiality, security, and proper handling of all controlled documents.
• Support team members and stakeholders by providing guidance on document control processes, EDMS usage, and assistance with document upload or submission issues.
• Contribute to the continuous improvement of document control workflows, procedures, and EDMS functionality, including system upgrades and enhancements.
• Prioritize tasks effectively to manage multiple document submissions and review cycles simultaneously.
• Work effectively under pressure and manage high volumes of documentation within tight deadlines.
• Assist the handover team with document control activities related to project close‑out and handover documentation, ensuring compliance with approved requirements
• Maintain document records in accordance with approved retention requirements and support audits, inspections, and information requests as required