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Document Controller

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Stantec

Aug 28

  • Job
    Full-time
    Senior Level
  • Engineering
    People, HR & Administration
  • Dubai

AI generated summary

  • You need 5 years of document management experience, a degree in Business or Secretarial, strong communication skills, and proficiency in MS Office. Infra and Water Recycle project experience is a plus.
  • You will manage project documentation, register correspondences, maintain archives, assist in administration, coordinate with teams, support invoicing, and ensure compliance with quality standards.

Requirements

  • Five (5) years' experience in document management systems in an engineering or architectural firm.
  • Graduate of Business or Secretarial Course.
  • Experience in Infra and Water Recycle project is an advantage.
  • Strong communication and organizational skills.
  • Good English oral and writing skills.
  • Analytical problem-solving and organizational ability.
  • Proven knowledge of document management, including all necessary software (MS Office).

Responsibilities

  • - Registering all incoming and outgoing correspondences, MoMs, Drawings & 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/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily reports, submittals, and other forms of pertinent documents from the client and subcontractors (including Atkins internal documents).
  • - Responsible for receiving, logging, and distributing all technical documents, assisting in the coordination, and monitoring of administrative activities to facilitate and expedite the workflow.
  • - Maintaining and archiving all files.
  • - Coordination between other Consultants & Contractors for facilitating document workflow and ensuring document status is closed.
  • - Electronic transmission of documents.
  • - Data input to database related to document receiving & tracking document.
  • - Assist Site office administration.
  • - Coordinate with the respective resident engineers, secretaries, and other staff to ensure the correctness of the records.
  • - Regular periodic backup (electronic copy) of project documents.
  • - Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
  • - Assist with the preparation of technical specifications, tendering, and contract administration.
  • - Ensures that each project or project phase is properly invoiced and managed in a timely manner.
  • - Collaboration and working as part of a team, Work in conjunction with all employees.
  • - Liaison with teams working remotely from other parts of the world to facilitate the completion of tasks and projects.
  • - Good communicator.
  • - Follow safe work practices and adhere to company guidelines and policies for planning and executing work safely.
  • - Complete all work in line with Stantec Core Values and in accordance with the Stantec Quality Systems and Project Quality Procedures.
  • - Other duties as requested from time to time by the Resident Engineer.

FAQs

What type of projects will the Document Controller be working on?

The Document Controller will be involved in projects associated with Stormwater & Drainage, Flood Alleviation, Wastewater Networks, Water Distribution Networks, Pumping Stations, and Recycling Plants.

Where is the Document Controller position based?

The position is based in Abu Dhabi.

How many years of experience are required for this role?

A minimum of five (5) years of experience in document management systems in an engineering or architectural firm is required.

Is experience in specific projects advantageous for this role?

Yes, experience in Infra and Water Recycle projects is considered an advantage.

What qualifications are needed for the Document Controller position?

The candidate should be a graduate of a Business or Secretarial course.

What skills are important for a Document Controller?

Strong communication and organizational skills, good English oral and writing skills, and analytical problem-solving abilities are important.

What software knowledge is required for this role?

Proven knowledge of document management, including necessary software such as MS Office, is required.

What are the primary responsibilities of the Document Controller?

Responsibilities include registering correspondences, maintaining project documentation, coordinating with consultants and contractors, assisting with technical specifications, and providing administrative support.

Will the Document Controller have any administrative duties?

Yes, the Document Controller will provide various administrative support including typing, filing, answering telephones, and maintaining the appointment calendar.

Is there any backup requirement for project documents?

Yes, regular periodic backups of electronic project documents are required.

Is the role collaborative in nature?

Yes, the role requires collaboration and working as part of a team, liaising with teams working remotely from other parts of the world.

Are there any safety guidelines that need to be followed?

Yes, it's important to follow safe work practices and adhere to company guidelines and policies for planning and executing work safely.

What core values should the work align with?

All work should align with Stantec Core Values and be in accordance with Stantec Quality Systems and Project Quality Procedures.

Is there room for other duties aside from the main responsibilities?

Yes, other duties may be requested from time to time by the Resident Engineer.

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Stantec

Engineering & Construction
Industry
10,001+
Employees
1954
Founded Year

Mission & Purpose

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind. The Stantec community unites approximately 25,000 employees working in over 400 locations across six continents. We collaborate across disciplines and industries to bring buildings, energy and resource, environmental, and infrastructure projects to life. Our work—engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics, from initial project concept and planning through design, construction, and commissioning—begins at the intersection of community, creativity, and client relationships. Our local strength, knowledge, and relationships, coupled with our world-class expertise, have allowed us to go anywhere to meet our clients'​ needs in more creative and personalized ways. With a long-term commitment to the people and places we serve, Stantec has the unique ability to connect to projects on a personal level and advance the quality of life in communities across the globe. Stantec trades on the TSX and the NYSE under the symbol STN.