Document Controller

Black & White Engineering (B&W) is a leading MEP design consultancy. Launched in the UAE in 2007, we became an independent company in 2014 and are now a true global consultancy with offices in Europe, Middle East, Asia, and Australia.

Our engineering expertise reaches across all sectors of the construction industry, providing pragmatic and practical design solutions to ensure our projects are spatially and operationally efficient. Our design process fully considers the installation and maintenance practicalities on site.

Reporting to Director and Associate Director, the purpose of this role is to provide document control and administrative support to the team. Projects are located globally and it will be necessary to liaise closely with Regional B&W teams.

• Oversee the management, distribution, and filing of all incoming and outgoing project documents including drawings, specifications, and other related documents to the projects.
• Implement and maintain a document control system to ensure all project documents are accurately recorded and tracked.
• Ensures compliance with standard procedures for quality control and storage of project documents.
• Distribute project documents to appropriate parties in a timely manner and making sure all stakeholders have access to this information.
• Keeping trackers up to date.
• Generate reports on document control issues and distribution logs.
• Provides assistance and support with preparing reports for overdue responses and flagging key consultants to project managers.
• Coordinates with engineers, project managers, contractors to collect, review, and distribute project documents, as needed.
• Provides miscellaneous administrative support to project teams.

• At least 3 years of related experience in document control and related administrative role.
• Strong attention to detail is essential to ensure accuracy and completeness of record.
• Previous experience with working on design and construction field is a plus.
• Good written and verbal communication skills in English.
• Knowledge of document management processes and best practices including document naming convention, folder structure, and workflow.
• Intermediate to Advanced skills in Microsoft Excel.
• Proficient in Microsoft Programs, especially Sharepoint.
• Knowledge in Autodesk Construction Cloud is a plus.
• Familiarity in other document management systems is also beneficial.
• Knowledge of construction contract administration.
• Ability to work collaboratively with colleagues across different departments / offices.
• Independent and self-motivated with an ability to adapt and be flexible in a team environment.

The post holder will be expected to operate in line with our workplace values which are:

• Accountability – Everyone is accountable
• Integrity – We are straight-talking, respectful, and fair
• Simplicity – Both in our approach and solutions
• Supportive – We are approachable, inclusive, and we recognise success
• Quality – We strive to get it right first time, every time

When working together we are:

• Supportive
• Accountable
• Collaborative
• Respectful

The key tools to be effective are:

• Attention to detail
• Planning
• Solving problems
• Making decisions