Job Description

Core responsibilities

• Administer Aconex and any approved transitional registers, workflows, distribution groups, user permissions and naming conventions.
• Receive, quality-check, register, issue and archive drawings, specifications, reports, RFIs, submittals, transmittals, instructions, change requests, letters, minutes and commercial records in accordance with access controls.
• Maintain the master document register, deliverables register, RFI/submittal trackers, correspondence log, revision history and controlled distribution matrix.
• Check document numbers, metadata, revision status, file formats, references and workflow routing before issue; reject or return non-conforming submissions with a clear reason.
• Monitor review periods and overdue actions; issue daily/weekly status and ageing reports and escalate priority items.
• Ensure superseded information is clearly identified and that current approved information is readily available to authorized users.
• Support meeting administration by circulating agendas/minutes/actions where required and linking decisions to the controlled record.
• Coordinate onboarding, training and user support for project participants; maintain auditable records of access changes.
• Support change control by linking instructions, RFIs, quotations, approvals and variation records without interpreting entitlement or approving cost.
• Prepare handover archives, final indexes, document-quality checks and closeout packages; support periodic audits and confidentiality/data-retention requirements.
• Five or more years of document-control experience on complex construction, fit-out, museum, exhibition or multidisciplinary projects; UAE experience preferred.
• Strong practical Aconex capability, including workflows, transmittals, mail, packages, registers and reporting.
• Working knowledge of construction document types, revisions, approvals, RFIs, submittals and change-control records.
• Advanced Excel and Microsoft 365 skills; accurate, organised and confident coordinating senior stakeholders.
• Excellent written and spoken English; Arabic is advantageous.
• Able to work under time pressure, protect confidential information and escalate issues without bypassing authority.
• Reporting line and day-to-day supervisor.
• Full-time site/office requirement, working hours and any weekend/night coordination.
• Contract duration, mobilization date and extension option.
• Rate or salary band, agency fee basis, leave/cover arrangement and equipment.
• Ensure minute-taking and general project administration are included.