Job Title: The Document Controller / Project Coordinator

Company: BI Group

Location: Dubai, UAE

Department: Design & Technical

Employment Type: Full-Time

Experience Level: 6-7 years of Experience

Company Overview

BI Group is a dynamic real estate development company based in Dubai, specializing in residential and mixed-use projects. We are committed to delivering high-quality developments that combine innovative design, superior construction standards, and sustainable practices.

Position Purpose

The Document Controller / Project Coordinator is responsible for maintaining complete traceability, accuracy, and integrity of all project documentation, drawings, submissions, approvals, and contractual information.

The role ensures that only correct, approved, and current documents are used throughout all project phases—from design and tender to construction and handover—supporting smooth project delivery and regulatory compliance.

Key Responsibilities

1. Pre-Contract Phase (Design & Tender)

1.1 Document Management & Control

• Establish and maintain a centralized document control system.
• Receive, log, register, and distribute all project documents, including: Drawings, specifications, reports, schedules, BIM files, and correspondence.
• Maintain master registers for drawings, RFIs, submissions, and reports.
• Implement document numbering, revision control, and distribution matrices.
• Maintain history of superseded and cancelled documents.
• Ensure proper filing, archiving, and traceability of electronic and hard-copy records.

1.2 Design & Consultant Coordination

• Manage document flow between architects, consultants, and internal teams.
• Track design submissions and review timelines.
• Support issuance, review, and approval of design documents.
• Follow up on outstanding consultant deliverables.

1.3 Tender Documentation & Contract Information

• Compile and control tender documentation packages (drawings, BOQs, specifications).
• Ensure only latest approved versions are issued.
• Control IFC, tender, and contract drawing sets.
• Manage addendums, clarifications, and updated tender issues.
• Maintain records of bidders’ queries and responses.

1.4 Authority Submissions & Regulatory Coordination

• Compile authority submission packages from consultants and engineers.
• Verify completeness and compliance before submission.
• Submit documents through authority portals (DEWA, DCD, DM, etc.).
• Record reference numbers, submission dates, and status.
• Track comments, resubmissions, approvals, and completion certificates.

1.5 Project Correspondence Management

• Maintain official correspondence (letters, memos, transmittals, emails).
• Ensure consistency in formatting and communication standards.
• Monitor submission deadlines and issue reminders.

2. Post-Contract Phase (Construction & Handover)

2.1 Construction Document Control

• Manage and distribute construction drawings, RFIs, shop drawings, and material submittals.
• Maintain revision and issue logs.
• Ensure only approved documents are released for construction.
• Track submission, approval, and response timelines.

2.2 Site Coordination Support

• Support Project Manager and Engineers with site documentation.
• Prepare meeting minutes, trackers, and progress updates.
• Coordinate with contractors and consultants for required submissions.

2.3 RFI & Technical Query Management

• Register and log all RFIs and technical queries.
• Track response deadlines.
• Maintain complete RFI and site query records.
• Follow up on overdue responses.

2.4 Progress Monitoring & Reporting

• Maintain accurate status logs for:

• Design submissions

• Authority approvals

• Construction documentation

• Prepare weekly and monthly status and progress reports.

• Support management reporting requirements.

2.5 Quality Assurance & Compliance

• Ensure compliance with project QA/QC procedures and ISO standards.
• Conduct periodic audits of document systems.
• Maintain document integrity and confidentiality.

2.6 Handover & Close-Out Documentation

• Coordinate preparation of handover packages including:

• As-built drawings

• O&M manuals

• Warranties

• Completion certificates

• Verify completeness and accuracy of close-out documentation.

• Maintain final digital and physical archives.

Qualifications & Experience

• Bachelor’s Degree or Diploma in Engineering, Construction Management, or Business Administration.
• Minimum 3–6 years’ experience as a Document Controller / Project Coordinator (UAE experience preferred).
• Proficiency in document management systems (Aconex, BIM360, Procore, or similar).
• Advanced knowledge of MS Office (Word, Excel, PowerPoint).
• Familiarity with UAE authority submission procedures.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills in English.

Key Competencies

• Strong coordination and time-management abilities
• High level of organization and document discipline
• Attention to detail and accuracy
• Proactive, deadline-driven mindset
• Strong interpersonal and communication skills
• Integrity and confidentiality in handling sensitive information

Key Performance Indicators (KPIs)

• ✅ Zero missing, outdated, or superseded drawings
• ✅ 100% traceability of submissions and construction documents
• ✅ No missed authority submission deadlines
• ✅ No disputes arising from document control errors
• ✅ Timely closure of RFIs and approvals

Job Types: Full-time, Permanent

Pay: From AED10,000.00 per month

Experience:

• developer side: 3 years (Required)
• Aconex / BIM360: 2 years (Required)