Document Controller

Nowa Star Engineering is looking for a detail-oriented and experienced Document Controller to oversee project documentation across multiple construction projects. The role involves preparing formal project submittals and transmittals, maintaining document registers, coordinating with project engineers, tracking approvals, and ensuring effective document control throughout project execution. The ideal candidate will manage documentation processes to support smooth project delivery and compliance with client and consultant requirements.

Key Responsibilities

Project Submittals & Transmittals: Prepare and compile Material Approval Requests (MAR), Shop Drawing Submittals, Method Statement Submittals, and other technical submission packages. Create official transmittals for documents submitted to clients and consultants, ensuring all submission packages include the necessary technical attachments and supporting documentation. Assign document reference numbers, revision numbers, and submission dates. Coordinate with engineers to obtain any missing documents or information and submit documents following internal review and authorization.

Document Control & Management: Maintain organized electronic documentation for multiple construction projects. Establish and uphold project-specific document numbering and filing systems. Ensure proper revision control for drawings, specifications, and technical documents. Keep records of approved, rejected, revised, and superseded documents, and guarantee that the latest approved drawings and documents are accessible to project teams.

Tracking & Reporting: Prepare and regularly update registers including Material Submittal, Shop Drawing, RFI, Inspection Request, Method Statement, and Correspondence & Transmittal Registers. Monitor pending approvals and overdue responses from consultants or clients. Coordinate with engineers for revisions and resubmissions. Produce weekly document control status reports for management, highlighting critical pending approvals that could impact procurement or construction schedules.

Project Coordination: Collaborate closely with project managers, engineers, QA/QC personnel, and procurement teams. Follow up on missing technical documentation from relevant departments. Receive, register, and distribute consultant/client comments while maintaining proper records of official project correspondence. Support the preparation of project handover documentation such as as-built drawings, O&M manuals, warranties, and approval records.

Required Qualifications

Education: Diploma or Bachelor’s degree in Engineering, Business Administration, or a related field.

Experience: A minimum of 3–5 years in document control within construction or contracting companies. Experience managing documentation for MEP, architectural, civil, and fit-out projects is essential. Prior experience working on Saudi Arabian construction projects is preferred. Proven ability to handle documentation for multiple projects simultaneously.

Technical Skills: Advanced proficiency in Microsoft Excel and Word, with good knowledge of Microsoft Outlook, OneDrive, and SharePoint. Experience with construction document numbering, revision control, and document registers is required. Familiarity with document management systems such as Aconex or Procore is advantageous. Strong skills in preparing professional transmittals and formal submission packages are necessary. Good command of written and spoken English is essential.

Preferred Qualifications and Benefits

Experience with Saudi Arabian construction projects is preferred, enhancing familiarity with local standards and client expectations. The position offers a monthly salary range of Rs70,000 to Rs100,000. Work location is primarily in person, though remote work may be possible depending on company requirements. Remote candidates must be available during Saudi Arabia working hours, have a reliable internet connection and suitable computer, coordinate daily with project teams, maintain project files in approved shared storage, ensure confidentiality, and meet submission deadlines independently.

The Document Controller will be responsible for the administrative preparation, completeness, submission, tracking, and filing of project documents. Technical content, engineering calculations, material compliance, and drawing accuracy remain the responsibility of Project Engineers. No documents shall be officially submitted without required internal technical review and authorization. The Document Controller does not have authority to approve technical documents or make engineering decisions.

The successful candidate will ensure all project submittals and transmittals are properly prepared and issued, maintain accurate and up-to-date document registers, promptly record and communicate client/consultant responses, follow up on pending approvals, systematically maintain all project documentation, and submit weekly consolidated document control reports to management.