Senior Document Controller

Company Overview

ARX represents a global network of experts specializing in engineering, design, and architecture. We deliver comprehensive consulting, project management, and technical services across numerous sectors including airports, bridges, buildings, cableways, digital innovation, environmental projects, equipment, geology, geotechnics, hydropower, metros, nuclear plants, oil and gas, pipelines, ports, railways, river engineering, roads, traffic systems, tunnels, and water/wastewater treatment. With offices spanning across Europe, the Americas, Asia, Africa, and Oceania, our agile task force merges international expertise with local insights. Our "glocal" approach facilitates addressing the unique demands of communities alongside integrating global best practices. We are committed to fostering a sustainable future by transforming communities through innovative projects. At ARX, our people—innovators, visionaries, and specialists—are core to our success, where we nurture talent, careers, and collaboration. Expanding into the Middle East with offices in UAE and KSA illustrates our commitment to innovation and engineering excellence within the GCC market.

Position Summary

We are seeking a highly experienced Senior Document Controller at our Madinah office, Saudi Arabia. The ideal candidate will have a robust background in creating, managing, and maintaining document control and correspondence management systems for large-scale engineering, construction, hospitality, mixed-use, infrastructure, or development projects. The role involves full ownership of the document archive, managing inbound and outbound correspondence, tracking registers and workflows, ensuring precise recording and distribution of information, and supporting engineering and project teams effectively.

Key Responsibilities

• Design, implement, and maintain the document control system, correspondence workflows, filing structures, and archives for the project.
• Register, classify, distribute, file, and monitor all incoming and outgoing documents including correspondence, drawings, reports, submittals, RFIs, transmittals, and technical records.
• Maintain and update document registers, correspondence logs, transmittal logs, drawing and submittal registers, revision records, and distribution matrices with accuracy.
• Control document numbering, revision status, metadata, naming conventions, suitability codes, review status, archive integrity, and superseded records.
• Manage document workflows using platforms such as ACONEX, SharePoint, ACC, or other electronic document management systems (EDMS/CDE), ensuring timely routing to reviewers and approvers.
• Track overdue workflows, pending responses, missing attachments, incorrect document coding, distribution gaps, and follow-up correspondence.
• Assist the Engineering Manager and multidisciplinary teams by retrieving records, compiling status reports, and maintaining audit trails.
• Review documents for completeness, correct referencing, revision accuracy, transmittal consistency, and adherence to document control procedures prior to issuance.
• Coordinate communication and document flow among clients, consultants, contractors, subcontractors, internal teams, and other document control personnel.
• Support project close-out activities including document handover, archiving, compilation of as-built records, final documentation packages, and extraction of lessons learned concerning document management.

Candidate Requirements

• A diploma or bachelor's degree in Business Administration, Document Management, Engineering Administration, Information Management, or a related field.
• At least 8 to 12 years of professional experience in document control, including senior-level responsibilities on large engineering, construction, hospitality, mixed-use, infrastructure, or development projects.
• Proficient in ACONEX is highly preferred; experience with SharePoint, ACC, BIM 360, or other EDMS/CDE platforms is advantageous.
• Deep understanding of document logs, correspondence management, transmittals, revision control, metadata handling, workflows, distribution matrices, audit trails, and archive management.
• Experience supporting engineering teams with RFIs, submittals, drawings, design notes, reports, meeting minutes, technical correspondence, and close-out documentation.
• Ability to work autonomously with strong ownership of document control functions and maintain precise records under demanding site conditions.
• Exceptional attention to detail, strong filing discipline, confidentiality, diligent follow-up, and rigorous document quality checks.
• Advanced skills with Microsoft Excel, Word, Outlook, PDF tools, and document control reporting techniques.
• Fluent written and spoken English, capable of professional communication with engineers, managers, contractors, consultants, and client stakeholders.
• Experience with Middle East projects is preferred, with KSA experience considered a plus.

Benefits and Opportunities

• Collaborate with an innovative, synergistic, and forward-thinking team.
• Participate in cutting-edge projects influencing development across Middle Eastern and North African regions.
• Engage in tailored professional growth paths and development opportunities aligned with your career goals.

Additional Information

Location is onsite in Madinah, Saudi Arabia. This role emphasizes independent responsibility for document control across complex engineering projects within a multicultural environment.