Job Description

We are seeking a

Document Controller

to join our dynamic team. The ideal candidate will be responsible for managing, organising, tracking, and maintaining all design documents, assisting management, and managing material/inventory records in accordance with ISO standards.

Key Responsibilities:

Maintain and organise current design files (both digital and hard copy), ensuring proper version control and structured file naming & folder hierarchy as per ISO standards. Upload, classify, and manage project documents in document management systems (especially Aconex), ensuring all relevant files are accessible, properly tagged, and regularly updated. Assist management with administrative and documentation tasks, including preparing document transmittals, correspondence, submission trackers, registers, reports. Maintain an accurate inventory of the landscape database - softscape species and hardscape materials Maintain an inventory of material suppliers: contact details, catalogues, lead times, updated versions of supplier data, tracking changes. Coordinate with design teams (architects, designers, engineers), consultants, contractors for document submission, revision, approvals, ensuring all parties have the correct document versions. Ensure compliance with company and project document control procedures, and relevant ISO standards (e.g., ISO 9001 / ISO file management best practices). Facilitate internal audit of documents, assist during audits, ensure document traceability and compliance. Ensure backup and archival of projects as required. Maintain confidentiality and security of documents; monitor access and permissions. Perform periodic reviews of document control processes and suggest improvements for efficiency. Other related duties as assigned.

Requirements:

At least 2-3 years of experience as a Document Controller (or similar role) in design-and-build / design consultancy firms in UAE. Strong working knowledge of ISO standards related to document/file organisation (e.g., ISO 9001 or relevant standards). Proficiency using Aconex (or similar document management software/platforms). Excellent English (written and spoken). Strong attention to detail, organisation, ability to maintain structured filing systems. Good computer skills: Microsoft Office (Word, Excel, Outlook), preferably experience with other document control tools, database management. Good interpersonal skills; able to coordinate across disciplines (designers, consultants, suppliers).

Why Join Us?

Join a growing company known for delivering high-quality landscaping projects across the UAE. We value teamwork, professionalism, and continuous growth. Apply today at careers@urbanuae.com!

Job Type: Full-time