Document Controller

We are seeking a highly organised and detail-oriented strong Document Controller strong to manage control and maintain operational technical and administrative documentation within a Facilities Management environment The successful candidate will be responsible for ensuring that documents are properly recorded classified distributed tracked archived and retrieved while maintaining document accuracy version control and confidentiality The position will work closely with FM Operations Engineering HSE Quality Procurement Commercial teams clients contractors and service providers

u strong strong Document Control Records Management strong Manage the receipt registration distribution filing and archiving of all incoming and outgoing documents Maintain an organised electronic and physical document filing system Ensure documents are properly indexed numbered classified and stored for easy retrieval Maintain up-to-date strong document registers drawing registers correspondence logs and transmittal records strong Ensure only the latest approved revisions of documents are available to relevant stakeholders Track document revisions and maintain proper strong version control strong Identify obsolete or superseded documents and ensure they are appropriately archived Maintain confidentiality and appropriate access controls for sensitive documentation Regularly review document registers to ensure records are complete and up to date strong FM Technical Documentation strong Maintain Facilities Management operational and technical records including PPM records and schedules

Corrective and reactive maintenance records

Work orders and job cards

Asset documentation

Equipment manuals and O M manuals

Technical reports

Inspection and testing records

Method statements and risk assessmentsHSE documentation

Permits and certificates

Contractor and subcontractor documentation

Quotations purchase-related documentation and supporting records

Service reports and completion reports

Audit and compliance documents

Coordinate with FM and engineering teams to ensure required documents are submitted reviewed approved and properly filed Track outstanding documentation and follow up with responsible teams vendors and contractors strong Correspondence Submittals strong Prepare and maintain logs for incoming and outgoing correspondence Coordinate document submissions and transmittals between internal teams clients consultants contractors and suppliers Track documents requiring review approval comments or resubmission Monitor pending documents and follow up to ensure timely closure Ensure approved documentation is distributed to the relevant departments and stakeholders strong Reporting Administrative Support strong Prepare regular document-control status reports and outstanding-document trackers Support the FM team in compiling monthly reports and client submissions Assist in preparing documentation required for internal and external audits Maintain records required for operational reviews and contract compliance Support mobilisation and demobilisation activities by organising project site documentation and handover records Assist operations teams with administrative coordination filing scanning printing and document retrieval when required

Diploma or Bachelor's degree in Business Administration, Document Management, Engineering, Facilities Management or a related field.

Preferably 2–5 years of experience in document control, administration or project documentation.

Previous experience within Facilities Management, construction, MEP, property management or engineering services is highly preferred.

UAE/GCC experience will be an advantage.

Strong knowledge of document-control principles, filing systems, document numbering and revision control.

Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint.

Experience with electronic Document Management Systems (DMS/EDMS) and SharePoint-type environments is advantageous.

Ability to maintain large volumes of documentation accurately and systematically.

Good written and verbal communication skills in English.

Strong attention to detail with excellent organisational and follow-up abilities.

Ability to manage multiple priorities and meet deadlines in a fast-paced FM environment.