Document Controller

Overview

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

The Document Controller is responsible for the overall management of the project's administrative functions, including document control, office administration, records and correspondence management, and related support services. The role ensures that project information and administrative processes are managed accurately, efficiently and in full compliance with company and project procedures, providing reliable administrative support to the wider project team.

Key Responsibilities

• Manage the receipt, registration, distribution, tracking and archival of project documents in accordance with the Document Control Procedure.
• Receive, register, code and distribute project documents — including drawings, specifications, correspondence, submittals, RFIs and transmittals — to the relevant internal teams and external parties.
• Maintain and administer the project's electronic document management system (EDMS) together with hard-copy records and archives.
• Track document status, revisions and transmittals, ensuring accuracy and timely turnaround of approvals and responses.
• Ensure compliance with the project's document numbering, naming, classification and retention rules across all disciplines, contractors and subcontractors.
• Support internal and external audits related to document control, and prepare document control status reports for project leadership.
• Coordinate document control interfaces with the client, consultants, contractors and subcontractors, including their respective document control teams.
• Oversee day-to-day office administration, including facilities, office supplies, equipment, courier/mail services and general upkeep of the project office(s).
• Manage office leases, vendor contracts and service providers for administrative and facilities services, ensuring service quality and value for money.
• Coordinate travel, accommodation, visa processing and government/PRO liaison arrangements for project staff and visitors.
• Organize and support internal meetings, workshops and project events, including logistics, minutes and follow-up on action items.
• Manage the project's incoming and outgoing correspondence, ensuring proper logging, distribution and timely response.
• Maintain organized filing and archival systems, both physical and electronic, in line with company and project retention policies.
• Prepare and maintain administrative reports, registers and dashboards (e.g., correspondence logs, document control KPIs) for project leadership.
• Supervise and manage the performance of document controllers, office administrators and other administrative support staff.
• Develop, implement and continuously improve administration and document control procedures, templates and workflows in line with company standards.
• Support the recruitment, onboarding and training of administrative and document control staff as required.
• Manage the administration function's budget and resourcing, and liaise with the Project Director/Manager and other department heads on administrative matters affecting the project.
• Ensure the confidentiality, security and integrity of sensitive project information and records at all times.
• Minimum of ten (10) years’ experience in document control and/or project administration, including experience managing a document control function on a major project.
• Proficiency in electronic document management systems (EDMS) such as Aconex, ProjectWise or similar platforms.
• Middle East / UAE experience is highly advantageous.
• Rail or major infrastructure project experience is preferable.

Document Control

Office & Facilities Administration

Records, Correspondence & Reporting

Team & Process Management

Minimum Experience

The following are the mandatory minimum requirements for this position:

A university degree

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person