General Description of Role and Responsibilities:

Responsible for the timely, accurate and efficient preparation and management of project documents, helping the project to stay on track. The selected individual is expected to:

• Primary responsibilities include capturing/creating, managing & controlling, delivering & distributing,

preserving/retrieving and storing/archiving all phases of the client\'s program/project records and communication

• Ensure that everyone involved in the project follows the Client\'s document control procedure
• Follow up with the project team and the Client\' other department team to ensure that the project

communications and correspondences are handled on-time

• Ensure all aspects of documentation are effectively controlled, captured via Aconex or other EDMS within the

client application landscape and communicated as required

• Verify the documents quality (QA check), this includes its format, metadata, consistency, revision status, etc.
• Responsible for processing of corporate and project related documents via Aconex/ EDMS
• Ensure all projects/programme documents are processed and managed via EDMS/ Aconex, including

workflows in other digital systems

• Responsible for processing Procurement and change management processes Contract Request, Work
• Confirmation, Variation request, etc via Oracle system and monitor the payments status of the
• Cosultant/Contractors/Suppliers
• Coordinate with project stakeholder and create project communication matrix and update as needed
• Distribution/circulation of documents as per the approved communication matrix via aconex/ other

communicaiton channels as defined

• Maintain project directory and update as needed
• Ensure all the documents are updated on the Central Repositiory
• Ensure the payment tracker is updated on a regular basis and are available to the team use
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in

accordance with QSE (Quality, Safety and Environment) procedures, if available

• Establish a system for archiving project documents for future reference and audits, and decide on key search

string references to be specific (numbering system) to maintain data standardization

• Maintain confidentiality around sensitive documentations and communications
• Utilize document control software and tools for efficient data management and ensure all the stakeholders

have access to the project data for their use and audit purpose.

• Clarify document control queries from the PMC, Consultants, and contractors.
• Coordinate, support, and communicate with consultants and/or Project document controllers as and when

required.

• Ensure all documentation complies with industry standards, regulations, and project requirements
• Train team members and project personnel on document control procedures

Qualifications, Experience, Knowledge and Skills:

• Bachelor in Civil engineering, or other Engineering fields.
• Required Bachelors degree (or equivalent) from a reputable University
• Professional work experience of 8-10+ years Document Control experience on Aconex with 4+ years of

experience in the Middle East region

• Demonstrable track record in the delivery of large multi-functional projects
• Good working knowledge in ACONEX Document Management System, including workflows
• Excellent knowledge of MS Office (Advanced Excel, PowerPoint, and Word), and software knowledge of

Share-point, Oracle EBS, I-procurement

• Working knowledge in Oracle Suite is an added advantage
• In-depth knowledge of document control systems and procedures
• Understanding of industry regulations and compliance requirements relevant to real estate projects
• Knowledge of quality control processes to ensure the accuracy and completeness of project documents
• Fluent in English, Arabic is a plus
• Excellent organizational skills to maintain a structured document management system
• Strong communication and interpersonal skills with the ability to collaborate effectively with stakeholders

at all levels

• Experience of working in a fast-paced, dynamic environment
• Strong attention to detail to ensure accuracy in document management
• Ability to resolve document-related issues and discrepancies
• Effective time management to meet project deadlines and document control requirements
• Well-organized, diligent, proactive, assertive, well-disciplined, and commercially astute

Hill International