Talent Pool - Senior Document Controller - UAE Projects

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. For more information on Hill, please visit our website at www.hillintl.com

Position Summary:

The Senior Document Controller manages and oversees all project documentation, ensuring accuracy, completeness, and compliance with quality standards. They serve as the primary point of contact for document control across PMC, consultants, and contractors, maintaining electronic and physical filing systems and supporting document workflows. The role also includes generating reports, assisting audits, training team members, and ensuring proper archiving and retrieval of project documents throughout the project lifecycle.

General Description of Role and Responsibilities:

• Good working knowledge in Electronic Document Management System (e.g., ACONEX, Asite, Sharepoint), including workflows
• Act as project administrator for document control software (Aconex)
• Good working knowledge of Oracle Suite is an added advantage
• Managing all documents within the PM tools; including documents, mails, workflows
• Should be able to clarify document control queries from the PMC, Consultants, and contractor
• Manage and oversee documents for projects.
• Make sure all documents are created and signed, that data is accurate and complying with quality standards and that the documents are stored and backed up.
• Assist with document storage tasks that include scanning documents, copying documents, filing documents (physically or electronically) organizing documents and keeping them safe.
• Ensure documentation is incorporated into master database/Library and retrieve as and when required by the team.
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures if available.
• Responsible for Control/Track/Issue of complete project documentation.
• Coordination with the PMC teams and with Clients Project Management / Project Controls / Cost Control / Procurement team for project documents and for the pending workflow and its action
• Point of contact and responsible for the Project documents
• Manage the documents received for archiving and decide on key search string references to be specific (numbering system) to maintain data standardization.
• Maintain confidentiality around sensitive documentations
• Follow-up and coordinate with various stakeholders to ensure the completeness of the archived design/tender/contract/construction/close-out documents.
• Coordination, support, and communication with Consultant/Project document controllers as and when required
• Ensure the completeness and correctness of all documents within the PMI system.
• Prepare/generate reports for the progress meetings/reporting and as and when requested by the team, assisting with audits.
• Administrative activities and support as required by the corporate team In case of any absence or annual leave of team member(s); need to cover their duties as assigned
• Training new team members on document control systems and procedures while supporting project teams in retrieving documents.
• Conduct regular reviews and audits to maintain document accuracy and integrity.

Qualifications, Experience, Knowledge and Skills:

• Minimum of 10 years Document Control experience
• Proficiency in Electronic Document Management Systems (e.g., Aconex, Asite, SharePoint)
• Strong organizational, communication, and IT skills (e.g., MS Office)
• Demonstrable track record in the delivery of large multi-functional projects.
• In-depth knowledge of document control systems and procedures.
• A rounded profile, comfortable with working with diverse team members.
• Effective in building good working relationships within the project team, and with project stakeholders.
• Other duties as requested from time to time
• Software Knowledge of Share point, Oracle EBS, I-procurement.