Document Controller

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

What if we showed you how we're solving the world's greatest challenges by transforming intangible ideas into intelligent solutions for a more connected, sustainable world?

Our People & Places Solutions business reinforces our drive to improve the lives of people everywhere and epitomizes the why of what we do: the tremendous positive impact and value our solutions bring to our communities and society as a whole. From facilities delivering life-saving therapies and ensuring clean water to enabling the connection of people through all modes of transportation and providing access to technology, we're integrating a multitude of these solution elements to build the smart environments of tomorrow.

About The Opportunity

Robust infrastructure establishes the backbone of productive, economically strong communities as assets essential to commerce, trade, public safety and quality of life.

Due to our continued growth in the region, Jacobs is hiring a Document Controller in the UAE. Responsibilities include:

Coordination

• Reports to the Document Control Manager
• Point of contact for escalation of Document Control Issues
• Liaise with Document Control Manager for any EDMS configuration requirements for the Delivery/Module contracts
• Participates in Quality Audits in cooperation with the QA/QC Management Representative and others
• Participates in the development and roll-out of document control tools
• Provide input to Document Control Manager on any requirements on Document Control Reports
• Attend regular meetings with the Document Control Team from all parties (Consultants and Contractors)
• Attend Coordination Meetings within all stakeholders in the programme when required
• Attend Programme or Contract Weekly Progress meetings when required

Administration/Day to Day Work

• Manages the incoming and outgoing documents (internal and external)
• Checks compliance and quality of documents, adheres to the checklist
• Proactively conduct spot audits and over-the-shoulder-reviews of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures.
• Implement and maintain a coordinated and consistent document filing system for the program
• Maintains the document, correspondence and RFI registers
• Files the incoming and outgoing documents, correspondence and RFIs
• Distributes documents to relevant people
• Liaises with Consultant / Contractor / Subcontractor DC Team for any document control issues
• Regularly updates the Document Distribution Matrix in EDMS
• Reserve and issue reference numbers for Programme correspondence and documents, as required
• Expedite document creation, review, signature approval, and release of internally produced documents.
• Register the metadata, receive, track, and control documents using the EDMS to maintain the document databases.
• Assist users in capturing and locating electronic information
• Ensure that all governance documents are updated, and a proper audit trail is maintained.
• Maintain the proper archiving of all hard copies in the Document archival room for easy retrieval.
• Formally issue documents as per the agreed/approved Document distribution matrix.
• Control over documentation modification, distribution, issuance (as per procedure) during its whole lifecycle
• Responsible for the storage of the active and archived documents
• Responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality records, arranging for scanning/printing of drawings/documents and other documentation if required.
• Performs such assignments and duties assigned by the management as deemed necessary from time to time

Reporting

• Provide accurate Weekly Document Control Reports to the Package/Module Team
• Maintaining efficiency of Document Control KPIs (Key Performance Indicators)

Training

• Provide EDMS and Doc Control Process guidance to the active team members within the Delivery/Module Team
• Coordinates and administers the EDMS training for Contractors

Mission Statement

• Act professionally and with due diligence at all times to fully safeguard the interests of the Partnership in all business activities
• Ensure strict compliance to the Programme Document Control Plans/Procedures
• Adhere to the Programme Quality Management System, HSEQ requirements, policies and procedures
• Ensures commitment, support and buy-in from internal and external interfaces
• Maintains a clear desk working policy

We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations, enabling them to deliver their best work.

Qualifications & Experience

• Bachelor of Science Degree in Project Management for relevant field
• 5 years plus experience in related role required

Core Competencies

• Strong analytical and problem-solving skills
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Excellent time management skills with a proven ability to meet deadlines
• Excellent interpersonal and customer service skills
• Knowledgeable in Document Control Procedures
• Proficient in Document Quality Control
• Proficient in Document Numbering Systems
• Proficient in Revision Control/Document Changes
• Ability to manage multiple Consultants and Contractors

Software Skills

• Proficient in Document Control System (EDMS) Usage
• Proficient with Microsoft Office Suite, EDMS or related software.
• Knowledgeable with Microsoft Office Excel's functions and formulas
• Proficient typing and editing skills