Document Controller

4 weeks ago

Muscat, Muscat, Oman Mace Group Full time

Position status: This opportunity is for a secured role that is due to commence in May, subject to approval. If you would like to be considered as we progress with this position, please click to apply.

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture and priorities, visit ourstrategy site.

Within our consult business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential of every project.

The project:

This is an opportunity to work on a large hospitality project in one of the Emirates of the UAE.

The project administrator/document controller is responsible for ensuring efficient and accurate management of project documentation and administrative processes. Serving as the sole point of contact for document control and Aconex administration, this role supports project teams, consultants, and stakeholders by maintaining compliance with DWTC processes and standards. The individual will also provide comprehensive office administrative support to the real estate development department.

Our values shape the way we consult and define the people we want to join us on our journey:

  • Safety first - Going home safe and well
  • Client focus - Deliver on our promise
  • Integrity - Always do the right thing
  • Create opportunity - For our people to excel

You'll be responsible for:

  • Managing and overseeing the full lifecycle of project documents, including creation, distribution, storage, retrieval, and archiving.
  • Ensuring all documents comply with the standards and processes.
  • Acting as the project owner within Aconex, ensuring smooth operation and usage of the platform.
  • Addressing and resolving all Aconex-related issues raised by consultants, contractors, or internal teams.
  • Train and support project team members on Aconex processes and functionalities.
  • Setting up, monitoring and managing the workflows within Aconex to ensure timely document approvals and project progression.
  • Defining and implementing Aconex processes, ensuring they align with DWTC standards and project requirements.
  • Developing and maintaining a comprehensive distribution matrix within Aconex, ensuring accurate routing of documents to appropriate stakeholders based on roles and responsibilities.
  • Providing administrative support to the real estate development department, including scheduling meetings, preparing minutes, and tracking action items.
  • Managing the office supplies, equipment and departmental logistics.

You'll need to have:

  • Bachelor's degree in business administration, project management or a related field.
  • Experience working in the United Arab Emirates is essential for client approval.
  • Significant experience in document control, project administration, or related roles, preferably in real estate development or construction.
  • Proficient in the Aconex platform and document control systems.
  • Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).


Mace is an inclusive employer and welcomes interest from a diverse range of candidates.
Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the 'Refer a friend' feature found within the relevant job.

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