Document Controller

Job Summary

Khatib & Alami (K&A) is seeking a Document Controller to join our supervision project team in the UAE. The ideal candidate will be responsible for maintaining an organized filing system, managing all incoming and outgoing documents, and ensuring compliance with K&A’s documentation and archiving procedures.

This role is essential in ensuring the accuracy, accessibility, and timely distribution of project-related information across departments. The Document Controller plays a crucial part in ensuring that all drawings, records, and correspondences are properly logged, distributed, and tracked to support project success and compliance with company standards.

Key Responsibilities 

• Ensure all document control activities are conducted in a cost-effective and efficient manner.
• Support the project team in reducing administrative overhead through organized documentation processes.
• Ensure supervision teams’ satisfaction with document control support and services.
• Provide accurate, timely, and accessible documentation to all project stakeholders.
• Maintain professionalism in communication with clients, contractors, and internal departments.
• Establish and maintain a comprehensive filing system for all received and outgoing correspondences in line with corporate policies.
• Maintain and update records of all submittals, transmittals, and responses to and from contractors.
• Keep an updated log of unanswered correspondence and circulate it to Project Managers regularly.
• Manage registers for operation manuals, vendor manuals, and as-built drawings.
• File and track all contractor programs, progress drawings, and revisions throughout the project lifecycle.
• Record receipt and distribution of all drawing revisions, ensuring the latest versions are in circulation.
• Ensure document version control and compliance with the company’s document management standards.
• Support supervision team members in setting up and maintaining project filing systems.
• Conduct regular data backups to secure project documentation as per corporate procedures.
• Attend periodic training sessions to enhance technical, organizational, and communication skills.
• Stay updated with best practices and software tools in document management and control.

Education:

• Minimum High School Diploma or equivalent.

Technical Skills:

• Working knowledge of Microsoft Word, Excel, and PowerPoint.
• Familiarity with document control software or electronic filing systems is an advantage.
• Strong secretarial, administrative, and organizational skills.
• Excellent attention to detail and accuracy in data entry and record management.
• Effective communication and interpersonal skills (both written and verbal).
• Ability to coordinate efficiently with internal and external stakeholders.
• Strong planning, prioritization, and time management capabilities.
• Proficiency in English (spoken and written); Arabic is an advantage.

Experience

• Overall Experience: No prior experience required.
• Specific Experience: No prior experience required; training will be provided to successful candidates.
• Fresh graduates with strong administrative and organizational abilities are encouraged to apply.

How to Apply

Interested candidates are invited to send their updated CV to the K&A recruitment team via the company’s career portal.

Only shortlisted candidates meeting the above requirements will be contacted for further evaluation.

About Khatib & Alami (K&A)

Khatib & Alami (K&A) is a leading multidisciplinary design consultancy with a rich legacy spanning over five decades. Operating across the Middle East, Africa, Levant, Central and South-East Asia, and Europe, K&A delivers innovative and sustainable engineering, architecture, planning, and project management solutions.

Founded by two visionary professors, the company is built on the pillars of professional excellence, integrity, and social responsibility. From iconic landmarks and masterplans to record-breaking transport networks and critical infrastructure projects, K&A is proud to shape communities and enhance lives globally.

As a privately owned firm, K&A’s top priority is client satisfaction and community impact – providing long-term, sustainable solutions through innovation, technology, and collaboration.