Project Support Services jobs

Job Purpose

The Project Document Controller is responsible for managing the flow, storage, retrieval, formatting, and distribution of project documentation to ensure accuracy, consistency, and compliance with client-specific requirements throughout the project lifecycle. The role includes reformatting documents to meet client-required templates and standards prior to issuance.

Key Responsibilities

Set up and maintain the Electronic Document Management System (EDMS) for the project

• Receive, register, and distribute incoming and outgoing project documents (drawings, specifications, reports, correspondence, RFIs, transmittals, etc.)
• Edit, reformat, and standardize documents (reports, drawings, submittals, letters, MOMs, etc.) to align with the client's required templates, formats, numbering systems, and branding guidelines before issuance
• Review documents received from internal teams/subcontractors and convert them into the client's approved format prior to submission
• Ensure correct use of client-specific document templates, headers/footers, logos, title blocks, and cover sheets
• Ensure all documents follow the project's numbering, naming, and revision control conventions
• Track document review, approval, and issue cycles, ensuring deadlines are met
• Maintain document logs/registers (transmittal logs, drawing registers, RFI logs, submittal logs)
• Coordinate with engineering, construction, procurement, and QA/QC teams to ensure timely document flow and correct formatting
• Ensure version control and prevent use of superseded documents on site or in design
• Prepare and issue transmittals to clients, subcontractors, and vendors
• Perform quality checks (spelling, grammar, formatting consistency, revision status) before final issue
• Verify document control numbers align with the Document Numbering Procedure / Master Document Register (MDR)
• Liaise directly with client document control teams to clarify formatting expectations and resolve discrepancies
• Manage client portal submissions (e.g., Aconex, SharePoint, Procore, ACC)
• Track and respond to client comments/markups and ensure revisions are incorporated correctly
• Convert documents between formats (Word/Excel to PDF, CAD to PDF, etc.) as required by client systems
• Apply digital signatures/stamps and watermarks (e.g., 'For Construction,' 'Approved,' 'Superseded')
• Support document audits and ensure compliance with ISO 9001 or other quality standards
• Prepare weekly/monthly document control status reports (turnaround time, outstanding submittals, overdue reviews)
• Track KPIs such as on-time submission rate, rejection rate, and cycle time
• Develop/update the Project Document Control Procedure (PDCP), including client formatting standards
• Ensure proper document classification (Confidential, Internal, Public) per client/company policy
• Archive documents at project closeout and ensure proper handover
• Provide training/guidance to project staff on document control and formatting procedures
• Maintain confidentiality and data security of sensitive project information

Qualifications & Requirements

Education

• Diploma or Bachelor's degree in Engineering, Business Administration, Information Management, or related field

Experience

• 3–5+ years of experience in document control, preferably in construction, oil & gas, EPC, or engineering projects
• Experience working with client-specific document formatting/templating requirements is an advantage

Skills

• Proficiency in EDMS/document control software (e.g., Aconex, SharePoint, ProjectWise, Documentum, ACC)
• Strong hands-on skills in MS Word, Excel, and PowerPoint formatting (styles, templates, headers/footers, mail merge, macros)
• Working knowledge of Adobe Acrobat (PDF editing, forms, redlining) and Bluebeam/AutoCAD for drawing-related formatting
• Excellent organizational and multitasking abilities
• High attention to detail and accuracy in formatting and content
• Good communication skills (written and verbal)
• Understanding of project lifecycle and document control procedures/standards
• Ability to work under pressure and meet tight deadlines
• Adaptability to multiple client formatting standards across concurrent projects

Key Competencies

• Time management
• Process discipline
• Formatting precision & consistency
• Client-service orientation
• Confidentiality
• Team coordination
• Problem-solving

Pay: QAR4,000.00 - QAR5,000.00 per month

Work Location: In person