Document Controller

Role overview

Jones Engineering is looking for a Project Document Controller to manage project records and keep documentation accurate, current, and securely stored in Dammam, Saudi Arabia. The role covers both electronic and paper-based records, using document control platforms such as Aconex, ASite, and SharePoint to upload, track, archive, and retrieve project files.

Responsibilities

• Report directly to the Project Manager.
• Take ownership of all project documents in line with the approved document control process, including JEG SOPs and any project-specific requirements.
• Train yourself and relevant project team members on how to use the nominated document control systems effectively.
• Check that all documents meet project standards and formal submission requirements before they are uploaded or accepted from external parties.
• Organize, store, and recover both digital and physical documents for project stakeholders.
• Work closely with the Project Management team and other key stakeholders to support document control activities.
• Prepare document progress updates and maintain accurate records.
• Carry out periodic document reviews and audits with QA/QC Leads.
• Make sure documents are issued or submitted on time so the project programme is not delayed.
• Provide weekly updates to Project Control, QS, and the Project Manager on progress, delay notices, and late or returned documents.
• Notify stakeholders whenever new revisions are issued and ensure outdated versions are archived while keeping a clear revision history.
• Protect the confidentiality of sensitive files by managing SharePoint access permissions with the Project Manager.
• Issue and retrieve documents when requested by project stakeholders.
• Keep submittal logs complete and up to date at all times.
• Review documentation before distribution to confirm accuracy, correct numbering, formatting, and overall compliance.
• Report any document control system issues so fixes can be applied quickly.
• Prepare and maintain hard-copy files where needed and ensure they are filed for easy access.
• Carry out system backups at the agreed intervals.
• Track overdue returns, follow up with the relevant parties, notify the line manager, and record outstanding documents.
• Arrange workshops or meetings when document-management issues need to be communicated, and record minutes where required.
• Maintain daily timekeeping records for JEG direct project staff in coordination with the Project Controls Lead.
• Manage site office stationery stock and inventory.
• Support project closeout by compiling final documentation on SharePoint, including O&M manuals, warranties, and completion status records.
• Monitor document control progress and report overdue submissions and returns.
• Prepare ad hoc printouts and reports as directed.
• Attend training sessions as assigned.
• Supervise, support, develop, and mentor project staff.
• Follow and promote the QSPs maintained in the JEG Group Quality Library.
• Help create a productive, adaptable, motivated, and collaborative team environment built on respect, openness, teamwork, and commitment.

Requirements

• At least 3 years of experience working on construction projects.
• A relevant degree from a recognized university or a trade qualification such as NVQ, or an equivalent credential.
• Previous exposure to data centre projects is an advantage.
• Hands-on experience with document management platforms such as Aconex or similar systems.
• Good working knowledge of PC applications, including Microsoft Office or an equivalent suite.

Additional information

Location: Dammam, Eastern Province, Saudi Arabia.

The role involves maintaining secure access to sensitive project information, ensuring revision control, managing submittal logs, backing up document systems, and supporting project completion deliverables.

Direct line of reporting: Project Manager.

Work mode: onsite.

Employment type: full-time.

No salary, stipend, start date, application deadline, or number of vacancies was specified.

This position includes support for training, coordination with QA/QC and project control teams, and participation in project closeout documentation activities.

Any mention of project systems, procedures, and quality requirements should be followed as part of the role.