Document Controller / Project Cordination

The Document Controller will be responsible for controlling and tracking all project-related correspondence and documentation between the Client, Consultant, Project Manager, Engineers, subcontractors, and site team.

The main objective of this position is to ensure that no important email, instruction, submission, approval, deadline, or site action is missed.

The Document Controller will act as the communication and documentation link between the Project Manager and the site team. The role is primarily coordination and follow-up; technical and commercial decisions remain with the responsible Project Manager, Engineer, QS, or management.

Job Location: Bahrain

Job Description:

Email & Correspondence Control

• Monitor all project-related emails and correspondence from Clients, Consultants, contractors, and other stakeholders.
• Identify emails requiring action, response, submission, clarification, or follow-up.
• Immediately inform the Project Manager and concerned Engineer of important communications.
• Maintain an Email / Correspondence Action Tracker showing responsible person, required action, due date, and status.
• Follow up until each action is completed and formally closed.
• Ensure important verbal or WhatsApp instructions affecting project scope, time, cost, quality, or approvals are formally documented where required.

Document Control

• Maintain proper records of incoming and outgoing project documents.
• Maintain registers for drawings, RFIs, material submittals, shop drawings, method statements, inspection requests, approvals, letters, minutes of meetings, and other project correspondence.
• Ensure only the latest approved drawings and documents are issued to the site team.
• Maintain revision control and prevent superseded drawings from being used on site.
• Maintain an organized electronic project filing system for easy retrieval and audit purposes.

Project Manager Support

• Review pending correspondence and documentation daily.
• Alert the Project Manager regarding urgent matters, overdue responses, consultant comments, rejected submissions, and pending approvals.
• Follow up with Engineers and other responsible staff on actions assigned by the Project Manager.
• Prepare a concise daily/weekly summary of critical pending matters for the Project Manager.

Site Coordination & Follow-Up

• Communicate regularly with Site Engineers and Supervisors to obtain updates on actual site progress.
• Follow up on consultant instructions, inspections, approvals, RFIs, material requirements, and pending technical matters.
• Compare required actions against actual site status and highlight delays or discrepancies to the Project Manager.
• Ensure site issues requiring Project Manager attention are communicated promptly.

Consultant & Client Coordination

• Coordinate document submissions and responses with Clients and Consultants as instructed by the Project Manager.
• Follow up on pending approvals and responses.
• Maintain records of consultant comments and ensure they are communicated to the concerned Engineer.
• Track commitments and action points arising from project meetings.

Meeting & Action Tracking

• Maintain Minutes of Meeting and action trackers where required.
• Record responsible persons and target dates.
• Follow up before deadlines rather than waiting for actions to become overdue.
• Escalate overdue or critical matters to the Project Manager.

Daily Key Deliverables

• The Document Controller should be able to provide the Project Manager with a clear status at any time covering: New Communication Received → Action Required → Responsible Person → Deadline → Current Status → Pending Since → Next Action
• At the end of each working day, there should be no important project communication sitting unattended without an identified responsible person and follow-up date.

Authority & Responsibility

• The Document Controller is responsible for tracking, communicating, following up, recording, and escalating project matters.
• The Document Controller shall not independently approve technical, commercial, contractual, or design decisions unless specifically authorized.
• Where an Engineer or Project Manager does not respond to an important matter within the required timeframe, the Document Controller is responsible for escalating the matter to the Project Manager / Operations Head.

Qualification:

• Bachelor of Engineering (B.E./B.Tech) – Civil Engineering
• Previous experience in Document Control / Project Coordination, preferably within interior fit-out, construction, civil, or MEP projects.
• Good understanding of construction drawings, technical submissions, RFIs, material submittals, shop drawings, and consultant correspondence.
• Strong working knowledge of Microsoft Outlook, Excel, Word, PDF/document management systems, and project filing systems.
• Excellent written and spoken English.
• Strong follow-up, organization, and communication skills.

Preferred Experience:

• 3–5 years of relevant experience in document control or project coordination within construction/interior fit-out projects in Bahrain or the GCC is preferred.