Own the document control system and all authority/PRO workflows to ensure accurate records, timely submissions and approvals (Sharjah Municipality, SEWA, Civil Defense, etc.), and smooth site operations—delivered on schedule and compliant with company IMS and UAE regulations, while accounting for local weather and traffic/logistics constraints.
Establish and maintain the Document Control Procedure: numbering, revisioning, transmittals, metadata, and distribution matrices for all project documents (IFC drawings, shop drawings, RFIs, MIRs/WIRs, MS/ITPs, submittals, NCRs, site instructions, correspondence, as-builts, O&M).
Operate and administer the EDMS (e.g., Aconex/Asite/Procore/BIM 360/SharePoint): permissions, workflows, review/approval cycles, and audit trails.
Verify compliance of incoming/outgoing documents with project standards (title blocks, revisions, stamps, references, attachments).
Maintain live registers and dashboards (submittals, RFIs, drawings, MIR/WIR, NCR/CPAR, correspondence, variation files).
Time-stamp, issue, and archive transmittals; ensure traceability and retrieval within defined SLAs.
Coordinate with QA/QC for ITPs and inspection logs; ensure handover deliverables (as-builts, O&M manuals, warranties, asset lists) are complete and formatted to client/consultant requirements.
Implement backup & archiving plan (onsite/offsite/cloud), controlled hard-copy storage, and retention schedule.
Prepare, submit, and follow up authority files and appointments with:
Sharjah Municipality (Building Dept.), SEWA (power/water), Sharjah Civil Defense (FA/FF), SRTA (traffic/road permits), and other relevant entities (immigration/ICP, MOHRE for labor, police NOCs where applicable).
Manage permits: road occupation, crane/Lift, night work, traffic diversions, waste/Bee’ah, hot work, gate passes, and site access cards.
Support company admin HR-ops: visa/Emirates ID medical appointments, labor contracts renewals, company license renewals, insurances relevant to site access (without handling payroll).
Track and expedite Completion Certificate prerequisites: final inspections, authority clearances, utility meterings.
Maintain a submission/approval tracker with target dates, dependencies, and escalation paths.
Publish weekly DCC/PRO status reports: submittal aging, RFI turnaround, document rejection causes, authority log with forecasted dates.
Align with Planning/Procurement to tie document/authority milestones to the baseline programme (long-leads, method statements, T&C sequences).
Train site teams and subcontractors on file naming, workflows, and turnaround expectations.
Enforce confidentiality, data protection, and controlled access to sensitive documentation (contracts, claims, identities).
Ensure safe driving and site-visit practices; comply with company HSE and UAE regulations (including MOHRE summer midday break for outdoor errands).
Heat & Humidity: Schedule outdoor PRO tasks (authority visits, stamping, collections) in early morning/evening; ensure hydration/rest breaks; avoid heat-stress exposure. Use climate-controlled storage for hard copies; protect seals/adhesives and prints from warping.
Dust/Sand: Use sealed filing and anti-dust covers for hard copies, especially during dust events; validate legibility/scanner settings; re-scan as needed.
Occasional Rain/Coastal Effects: Protect boxes and drawings during transport; use water-resistant carriers.
Traffic & Access: Plan off-peak runs to authorities; book appointments where available; arrange night/off-peak deliveries for original documents to site; coordinate SRTA/Police permits early; allow buffers for school/prayer-hour congestion.
Diploma/Bachelor’s in Business/Engineering/Information Management (or equivalent).
5–8 years UAE experience in construction document control/PRO, including 2+ years in Sharjah on residential/commercial projects.
Strong knowledge of Sharjah authority processes (Municipality, SEWA, Civil Defense; SRTA permits) and standard construction documentation.
Proficiency with EDMS platforms (Aconex/Asite/Procore/BIM 360/SharePoint), MS Office, Adobe Acrobat; fast and accurate scanning/indexing.
Arabic & English communication; valid UAE driving license.
Version control & records discipline; rapid retrieval
Authority liaison & follow-up under deadlines
Attention to detail; right-first-time submissions
Stakeholder communication and escalation
Discretion, integrity, and customer service mindset
On-time submissions & approval turnaround vs. plan (≥95% on/before target).
Zero expired permits/visas/access cards; 100% clean compliance audits.
Document rejection rate ≤ target; corrected resubmissions within 24–48h.
Retrieval time for any controlled document ≤ 5 minutes via EDMS.
Handover package (as-builts/O&M/warranties) accepted on first submission.
Project DCC Procedure, file naming convention, distribution matrix.
Master document registers and weekly dashboards (RFIs, submittals, drawings, MIR/WIR, authority tracker).
Permit matrix and calendar; PRO visit plan and receipts log.
Handover as-builts/O&M index and archive (digital + hard copy).