Document Controller

About Us :Ayedh Dejem Real Estate Development, part of the Ayedh Dejem Group, is a leading private enterprise headquartered in Jeddah, KSA. Specializing in the acquisition, development, and management of properties, the company operates across KSA, UAE, Egypt, Turkey, and the United Kingdom. Committed to enhancing the quality of life, Ayedh Dejem undertakes transformative commercial and residential projects that revitalize districts and create opportunities for youth development.Job Summary :The Document Controller serves as the central hub for all project documentation, correspondence, and administrative coordination across the project portfolio. This dual-function role ensures that project information flows efficiently, documents are controlled and auditable, and the project team is well-supported in meeting program and administrative milestones.Key Roles & Responsibilities :Document ControlEstablish, maintain, and enforce the project Document Management System (DMS) in accordance with company and project-specific protocols.Manage and control all incoming and outgoing project documentation, including drawings, specifications, RFIs, submittals, letters, and reports.Ensure all documents are correctly numbered, titled, revised, distributed, and filed in line with the project Document Numbering System (DNS).Track document transmittals, acknowledgements, and review turnaround times; chase outstanding responses proactively.Maintain the document revision register and drawing register, ensuring only the latest approved revisions are in circulation.Coordinate with consultants, contractors, and suppliers to ensure timely submission and return of documentation.Prepare and issue formal correspondence (letters, memos, meeting minutes) on behalf of the project team.Support close-out processes by compiling As-Built documentation, O&M manuals, warranties, and handover packages.Project CoordinationSupport the Project Manager in day-to-day project administration, action tracking, and coordination activities across the project team.Prepare, circulate, and follow up on meeting agendas, minutes of meetings (MoM), and action logs to ensure timely resolution of project issues.Maintain and update project trackers, including the master action log, risk register, variation log, and RFI register.Coordinate internal and external meetings, including scheduling, venue/platform arrangement, and material preparation.Track and report on key project milestones, deliverable deadlines, and approval timelines.Assist with the preparation of project status reports, dashboards, and presentations for management and stakeholders.Manage project correspondence and ensure all formal communications are logged, acknowledged, and responded to within agreed timeframes.Administrative SupportMaintain the project directory, contact lists, MOM, and distribution matrices for all project stakeholders.Support procurement and contract administration by filing and tracking contractual correspondence, purchase orders, and approvals.Manage document archiving and retrieval systems to ensure historical records are secure, accessible, and audit-ready.Qualifications and Certifications :Bachelor's degree or diploma in Business Administration, Engineering, Construction Management, or related field.Certified Project Coordinator (CPC) certification, or similar from a recognized entity, is required.Work Experience :6-8 years of experience in document control and/or project coordination within a real estate, construction, or engineering environment.Proficiency in Document Management Systems such as Aconex, Procore, SharePoint, Trimble, Jira, or similar platforms.Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint); advanced Excel skills are a must.Experience working in multi-disciplinary project environments with multiple concurrent workstreams, preferably tier 1 real estate and construction companies.Excellent English language skills — written and verbal; Arabic language is a mustUnderstanding of construction/project documentation workflows and ISO document control standards.Language Skills :Proficiency in English and Arabic language (written/spoken).