Document Controller | Real Estate | AFET

Job description / Role

Overview of the role:

The role of a document controller is to oversee the creation, modification, issuance, and accessibility of a vast array of project documents. These documents can include contracts, plans, manuals, RFIs, letters, and technical papers. The document controller organizes and manages electronic and hard-copy documents produced by technical teams, projects, or departments. This includes controlling the numbering, sorting, filing, storing, and retrieval of these documents.

What you will do:

• Ensuring that all project participants comply with the agreed Aconex procedures guides.
• Building and managing workflows on Aconex.
• Registering all incoming and outgoing correspondences, MoMs, drawings, and technical submittals.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the concerned staff.
• Responsible for control, tracking, and issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, RFI, letters, staff daily reports, submittals, and other forms of pertinent documents from the client and subcontractors.
• Responsible for receiving, logging, and distributing all technical documents and coordinating and monitoring administrative activities to facilitate and expedite the workflow.
• Updating technical submission schedules, method statement schedules, RFI registers, and drawing registers.

Required skills to be successful:

Technical Skills:

• Knowledge of document management systems like Aconex, Sharepoint, OnlyOffice, DocuWare Cloud, Rubex.
• Proficient in Microsoft Office Suite.
• Experience working in the construction environment.
• Understand and contribute to company quality and HSE policy and guidelines.
• Basic knowledge of project execution processes.

Behavioral Competencies:

• Methodical and organized.
• Pays attention to detail.
• Ability to work extended hours to meet deadlines as needed.
• Job ethic.
• Meeting standards.
• Commitment to the job.
• Attitude towards honesty.
• Excellent time management.
• Relies on extensive experience and judgment to accomplish goals.
• Strong analytical skills.
• Strong organizational skills, ability to plan and schedule work.

What equips you for the role:

Minimum Qualifications and Knowledge:

• Bachelor's degree in business administration or library management.
• Proficiency in using MS Office.

Minimum Experience:

• 3-5 years experience in document management, archive management, or records management.

About Al-Futtaim Engineering & Technologies

Al-Futtaim Engineering & Technologies offers customers complete engineering and systems integration solutions.

The engineering arm operates in the UAE, Qatar, Saudi Arabia, and Egypt providing a wide variety of products and services from air conditioning, scaffolding and access solutions, elevators and escalators, control and life safety, facilities management, building products, MEP, energy management, technology infrastructure, and digital transformation.

The technologies division provides complete business solutions to large, medium, and small customers that include contact center solutions, business applications, business intelligence, data management, and advanced analytics amongst others. The IT infrastructure portfolio comprises IP telephony, ELV systems, networking solutions, professional audio-visual solutions, and managed services.

These solutions are further complemented by services that include project management, installation, testing, commissioning, and after-sales maintenance contracts.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.