Document Controller

Role overview

This position provides document control support for capital project delivery across Ports & Maritime CAPEX programmes, which typically carry annual earned value above AED 1 billion. The role helps ensure that document handling aligns with AD Ports Group’s capital projects delivery policy, governance standards, and strategic priorities.

The document controller will manage the receipt, circulation, tracking, archiving, and secure storage of project documents through the electronic document management system (EDMS), while maintaining confidentiality and compliance throughout the project lifecycle.

Key responsibilities

• Build and keep up to date a central project register containing essential project details, assigned team members, stakeholders, and contact information.
• Set up and support user access in the EDMS for employees, contractors, and consultants, including introducing users to the system and explaining how to use its functions.
• Prepare document distribution matrices for both new and active projects, revise them when needed, and ensure documents are circulated correctly.
• Receive, file, distribute, and monitor all project documents coming in and going out.
• Make sure all records meet internal Document Control Center standards, procedures, and quality expectations.
• Review documents before release to confirm correct formatting, revision tracking, and adherence to project requirements, while protecting sensitive information.
• Ensure document revisions are accurately updated, controlled, and archived according to approved processes.
• Track submissions and reviews, and raise delays, gaps, or non-compliant items with the appropriate stakeholders.
• Compile dashboards and summary updates on documentation progress, while maintaining confidentiality and secure handling of controlled records.
• Guide team members and stakeholders on document control processes, EDMS use, and issues related to uploading or submitting documents.
• Help improve document control procedures, workflows, and EDMS capabilities, including upgrades and system enhancements.
• Organize work efficiently to handle several submission and review cycles at the same time.
• Maintain performance under pressure and manage large document volumes within demanding deadlines.
• Support handover activities by managing document control tasks for close-out and project handover records, ensuring all requirements are met.
• Retain records in line with approved retention rules and assist with audits, inspections, and information requests when required.

Qualifications and experience

A secondary school qualification is required, and a bachelor’s degree would be an advantage.

The role requires excellent English communication skills; Arabic is beneficial.

At least 5 years of experience in a comparable role is required.

Preferred background includes document management in a project delivery setting, administration of EDMS platforms in multi-contract and multi-discipline capital projects, use of document numbering systems and transmittal processes across engineering and construction phases, and handling large volumes of records during construction execution, handover, as-built, and close-out stages.

Additional information

This role may involve high-volume document handling, strict confidentiality obligations, and close coordination with multiple project stakeholders. The work also includes support for audits, inspections, and information requests as needed.