Document Controller

AtkinsRéalis  business is one of the largest multidisciplinary, multi sector engineering design consultancies.

As one of the world’s most respected design, engineering and project management consultancies with a leading track record in the defence sector, Atkins Réalis  are ideally placed to respond to this market. We have a broad establishment and proud, 50 year history throughout the Middle East region.

We provide a full range of design, engineering and project management services for buildings, transportation and other infrastructure programmes.

Atkins Réalis  in the Middle East now employs around 2,000 staff serving Gulf clients across all market sectors from offices in Abu Dhabi, Al Ain, Doha, Dubai, Jeddah, Kuwait City, Manama, Muscat, Riyadh, and Sharjah.

About AtkinsRéalis 

Created by the integration of long-standing organizations dating back to 1911, AtkinsRéalis is a world-leading professional services and project management company dedicated to engineering a better future for our planet and its people. We create sustainable solutions that connect people, data and technology to transform the world's infrastructure and energy systems. We deploy global capabilities locally to our clients and deliver unique end-to-end services across the whole life cycle of an asset including consulting, advisory & environmental services, intelligent networks & cybersecurity, design & engineering, procurement, project & construction management, operations & maintenance, decommissioning and capital. The breadth and depth of our capabilities are delivered to clients in key strategic sectors such as Engineering Services, Nuclear, Operations & Maintenance and Capital. News and information are available at www.atkinsrealis.com or follow us on LinkedIn.  

Job Title: Document Controller

Requirements

Technical Competencies

Essential

• Must have Acconex tool exp

• Exceptional level of computer literacy in Windows – Word, Outlook, Excel

• Knowledge of document management is essential

Behavioural Competencies

Essential

• Ability to relate and interact successfully with a multi-cultural workforce at all levels

• Must have outstanding communication skills in written and spoken English

• Able to use initiative and a adopt a proactive approach

Responsibilities

• Using EDMS (Electronic Document Management System) as per client requirement and as per line manager’s instructions.

• Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.

• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the Project Manager as set out in BMS_Project Communication and Document Control and BMS_Site Supervision Quality Procedures

• Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI,RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractors (including Atkins internal documents).

• Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow.

• Set up/assist document control filing system.

• Maintaining all files within the Filing Department

• Opening new files in accordance with PQP for each new project

• Maintaining all tracking records and ensuring that they are initialled when a file is taken from the filing room

• Chasing up each individual for return of files

• Maintaining all Tender Documents and ensuring originals are not take from the filing room

• Keeping all files in a tidy condition

• Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager

• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures

• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.

• Update drawings in accordance with Drawing Register.

• Follow-up with team members and others for “open” status items to be closed down.

• Maintain Project Documentation as per ISO standards.

• Electronic-transmission of documents

• Data input to database related to document receiving & tracking document.

• Assist Site office administration

• Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.

• Archiving contract/project documents

• Maintain Archive section up to date.

• Successful closeout and handover of documentation as required by line manager

• Regular periodic backup (electronic copy) of project documents

• Other duties as requested from time to time.

Atkins Réalis   is committed to eliminating discrimination and encouraging diversity amongst our workforce. We aim to provide quality and fairness for all job applicants and employees and not to discriminate on grounds of gender, marital status, age, race, ethnic origin, religious conviction or disablement. We oppose all forms of unlawful treatment and discrimination.

Our aim is for the company to be representative of all sections of society and that each employee feels respected and able to give their best. We are committed to a policy of treating all our employees and job applications equally.

We pursue this commitment by:

Having clear and concise procedures and guidelines for both line managers and employees to ensure policies are fully understood and implemented;

Complying with the relevant employment legislation and codes of practice;

Ensuring that all existing employees, potential employees, colleagues and customers are treated equally and with respect;

Ensuring that the workplace is an environment free from discrimination, harassment, victimisation and bullying regardless of an individual’s gender, marital status, age, race, ethnic origin, religious conviction or disablement;

Making all decisions relating to recruitment, selection or promotion according to the employees’ ability.