Document Controller

We are looking for an experienced Document Controller with HVAC/MEP project experience to manage, organize, track, and maintain project documentation. The candidate will ensure that all technical and project documents are properly controlled, updated, distributed, and archived in line with company and project requirements.

Key Responsibilities

• Manage and maintain all HVAC project documentation, including drawings, specifications, method statements, material submittals, RFIs, inspection requests, and reports.
  
• Maintain accurate document registers and ensure proper document numbering, revision control, and filing.
  
• Receive, review, log, distribute, and track incoming and outgoing project documents.
  
• Coordinate with engineers, project managers, consultants, contractors, and other departments regarding document submissions and approvals.
  
• Monitor document status and follow up on pending approvals, comments, and revisions.
  
• Ensure that the latest approved drawings and documents are available to the relevant project teams.
  
• Maintain both electronic and hard-copy document filing systems.
  
• Prepare document transmittals and maintain submission records.
  
• Track revisions and ensure obsolete documents are removed from active circulation.
  
• Assist the project team with preparing document reports and submission status reports.
  
• Ensure all documentation is maintained according to project quality procedures and document control standards.
  
• Support the preparation and submission of project handover and close-out documentation.
  

Requirements

• Diploma or Bachelors degree in Engineering, Business Administration, or a related field.
  
• 2-5 years of experience as a Document Controller, preferably within HVAC, MEP, construction, or facilities management projects.
  
• Good understanding of HVAC/MEP project documentation and technical drawings.
  
• Proficiency in MS Excel, Word, and Outlook.
  
• Experience with document management systems such as Aconex, Procore, SharePoint, EDMS, or similar platforms is an advantage.
  
• Strong knowledge of document numbering, revision control, transmittals, and document registers.
  
• Good communication and coordination skills.
  
• Strong attention to detail and organizational skills.
  
• Ability to manage multiple documents and deadlines in a fast-paced project environment.
  

Preferred Skills

• Previous experience working with HVAC contractors or MEP consultants.
  
• Knowledge of project document control procedures.
  
• Familiarity with technical submittals, material approvals, shop drawings, RFIs, MIRs, WIRs, and project handover documents.
  
• UAE/GCC project experience is preferred.
  

Key Competencies

• Document management
  
• Attention to detail
  
• Coordination and follow-up
  
• Time management
  
• Record keeping
  
• Communication skills
  
• Microsoft Office proficiency
  
• Revision and document control