Document Controller / Executive Assistant

WHY ARTELIA? Join Artelia, an international engineering, consulting and project management group delivering complex and sustainable projects across infrastructure, buildings, mobility, water and energy. In the Middle East, you’ll join a multicultural and growing environment where you can take ownership and make a visible impact. THE ROLE The Document Controller is responsible for overseeing the complete document control function across one or multiple projects, ensuring all project documentation, technical records, drawings and correspondence are managed in accordance with company procedures, contractual requirements and quality management standards. The role also provides executive and administrative support to project leadership, facilitating efficient communication, coordination and information management across the organization. WHAT YOU'LL DO • Lead and manage the document control process throughout the project lifecycle, ensuring compliance with approved procedures, document control protocols and client requirements. • Establish, maintain and monitor document registers, transmittals, correspondence logs, technical submissions, design documents and project records. • Administer and maintain document management platforms such as Aconex, SharePoint, Autodesk Construction Cloud (ACC) or similar systems, ensuring data integrity and accessibility. • Ensure all documentation is reviewed, approved, distributed and archived in accordance with ISO standards, company quality procedures and contractual obligations. • Manage the receipt, revision control, tracking and distribution of engineering drawings, specifications, reports, calculations, method statements and technical submittals. • Prepare periodic document control reports, KPI dashboards, overdue registers and status summaries to support project management and decision-making. • Lead the compilation, verification and turnover of as-built documentation, operation and maintenance manuals, warranties, commissioning records and final project dossiers. • Provide executive support to operations leadership, manage confidential correspondence, coordinate meetings, calendars and travel arrangements, prepare presentations and reports, and facilitate effective communication with internal and external stakeholders while maintaining confidentiality and professionalism. WHAT YOU BRING • Bachelor's Degree or Diploma in Business Administration, Information Management, Engineering, Records Management or a related discipline. • Minimum 15 years of experience in document control and information management within engineering consultancy, construction, infrastructure, or major multidisciplinary projects. • Advanced knowledge of Electronic Document Management Systems (EDMS), including Aconex, SharePoint, Autodesk Construction Cloud (ACC), ProjectWise or equivalent platforms. • Strong understanding of document control procedures, records management practices, ISO 9001 requirements and project quality management systems. • Previous experience providing executive assistance, project administration, or management support within engineering consultancy, construction, infrastructure, or project management environments. • Extensive experience managing engineering drawings, technical submittals, RFIs, correspondence and contractual documentation. Show more Show less

Bachelor's Degree or Diploma in Business Administration, Information Management, Engineering, Records Management or a related discipline. Minimum 15 years of experience in document control and information management within engineering consultancy, construction, infrastructure, or major multidisciplinary projects. Advanced knowledge of Electronic Document Management Systems (EDMS), including Aconex, SharePoint, Autodesk Construction Cloud (ACC), ProjectWise or equivalent platforms. Strong understanding of document control procedures, records management practices, ISO 9001 requirements and project quality management systems. Previous experience providing executive assistance, project administration, or management support within engineering consultancy, construction, infrastructure, or project management environments. Extensive experience managing engineering drawings, technical submittals, RFIs, correspondence and contractual documentation.

Lead and manage the document control process throughout the project lifecycle, ensuring compliance with approved procedures, document control protocols and client requirements. Establish, maintain and monitor document registers, transmittals, correspondence logs, technical submissions, design documents and project records. Administer and maintain document management platforms such as Aconex, SharePoint, Autodesk Construction Cloud (ACC) or similar systems, ensuring data integrity and accessibility. Ensure all documentation is reviewed, approved, distributed and archived in accordance with ISO standards, company quality procedures and contractual obligations. Manage the receipt, revision control, tracking and distribution of engineering drawings, specifications, reports, calculations, method statements and technical submittals. Prepare periodic document control reports, KPI dashboards, overdue registers and status summaries to support project management and decision-making. Lead the compilation, verification and turnover of as-built documentation, operation and maintenance manuals, warranties, commissioning records and final project dossiers. Provide executive support to operations leadership, manage confidential correspondence, coordinate meetings, calendars and travel arrangements, prepare presentations and reports, and facilitate effective communication with internal and external stakeholders while maintaining confidentiality and professionalism.