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Document Management Specialist

1 month ago

Dubai, Dubai, United Arab Emirates Duncan & Ross Full time
Job Summary

Duncan & Ross is seeking a highly organized and detail-oriented Document Management Specialist to join our team. As a key member of our project team, you will be responsible for maintaining a systematic document control system for all project-related documents.

Key Responsibilities
  • Establish and maintain a document control system for all project documentation, including drawings, contracts, specifications, reports, and correspondence.
  • Ensure all project documentation is properly categorized, logged, and stored in the appropriate formats.
  • Manage the document distribution process, ensuring timely delivery of documents to project team members, clients, contractors, and consultants.
  • Implement and maintain document control procedures to ensure documents are properly reviewed, approved, and controlled.
  • Track the status of all documents and ensure outdated or obsolete documents are promptly removed or updated.
  • Monitor and report on document submission deadlines and ensure compliance with contractual obligations.
  • Record and file all incoming and outgoing project-related correspondence.
  • Manage internal and external document flows, ensuring confidentiality and proper distribution of sensitive information.
  • Maintain and manage document control software and systems used by the company.
  • Provide document control support to project teams, including assisting with the preparation and submission of reports, specifications, and other project documents.
  • Coordinate with engineers, quantity surveyors, project managers, and contractors to ensure proper documentation flow throughout the project lifecycle.
  • Ensure all documentation complies with project-specific, contractual, and regulatory requirements.
  • Prepare documentation for audits and ensure all records are easily retrievable.
  • Perform regular audits of the document control system to ensure accuracy and completeness.
Requirements
  • Bachelor's degree in a related field (Business Administration, Engineering, or equivalent) is preferred.
  • 3+ years of experience in document control, preferably in the construction or MEP contracting industry.
  • Familiarity with document control standards and procedures in the construction industry.
  • Proficient in document control systems and software (e.g., Aconex, SharePoint, EDMS).
  • Excellent organizational skills, with strong attention to detail and accuracy.
  • Ability to manage large volumes of documents and maintain an organized filing system.