Document Control Specialist

Company Overview

Throughout our worldwide network of experts, clients and communities, we are renowned for our leadership in fire protection engineering – a legacy of responsibility we have proudly upheld since 1939. Today, our expertise extends broadly across closely related security and risk-based fields – from accessibility consulting and risk analysis to process safety, forensic investigations, security risk consulting, emergency management, digital innovation and more. Our engineers and consultants collaborate to solve complex safety and security challenges, ensuring our clients can protect what matters most. For over 80 years, we have helped mitigate risks that threaten lives, property and reputations. Through technology, expertise and industry-leading research, we remain dedicated to our purpose of making our world safe, secure and resilient. At Jensen Hughes, we believe that creating and sustaining a culture of trust, integrity and professional growth starts with putting our people first. Our employees are our greatest strength, and we value the unique perspectives and talents they bring to our organization. Our wide range of Global Employee Networks connect people from across the organization, supporting career development and providing forums for individuals to share experiences on topics they're passionate about. Together, we are cultivating a connected culture where everyone can learn, grow and succeed together.

Role  – Overview

The Document Control Specialist at Jensen Hughes will be a key player in managing assembly, processing, receipt and movement of a range of workflows and project administration responsibilities for Middle East, working across complex and diverse projects.  In this role you'll be a focal point for project-related information handling matters, facilitating seamless communication amongst the project team, design team and the regulatory bodies, in line with the requirements of the individual project sites and country requirements.Based in our Riyadh office, this role will be responsible for supporting a wide range of projects across the Kingdom.

This role offers the chance to work in a fast-paced environment within a supportive and diverse team, to aid in coordination, creation and maintenance of processes and tools which help with delivery (non-technical) of projects.

Responsibilities 

• Documentation protocols: Initiate and be responsible for project workflows while maintaining accountability for establishing, arranging, and preserving both paper and electronic documents such as contracts, reports, drawings, and communication, ensuring compliance with standard templates and formats
• Project management support: Prepare correspondence for the project and construction management team including flow-charts, draft letters, minuting meetings, and others
• Data collection, review and reporting: Collect statistical and general data, reviewing and consolidating information into existing reports for internal and external use, develop new reports and revise current reports in collaboration with the project managers
• Data Encoding: Precisely encode and update details in databases and document management systems
• Version Management: Maintain accurate and up-to-date documents and perform version management to prevent misunderstandings
• Document Access: Ensure that the compiled and serialised project wise details are available for diverse projects and accessible to the project managers ant any given time
• Quality Assurance: Routinely check documents for accuracy and completion
• Adherence to Regulations: Assure that all documents comply with company standards, industry regulations, site and legal requirements
• Correspondence and administrative Support: Prepares correspondence and reports, managing the communication flow taking and relaying messages, over various modes of communication including written as well as oral
• Contract management: Support the project team in coordinating legal review of contractual documents and facilitate provision of insurance certificates and company registrations by coordinating with related teams across various sites and offices in diverse geographies while confirming and providing the document controls requirements to be included in all managed Contracts
• Collaborative Communication: Works with colleagues to simplify the document review and endorsement process while maintaining clear communication with the team. Collaborate with the design team to review the templates and drawings to maintain consistency
• Presentation: Assist the project managers / leaders in preparing efficient presentations ensuring that the documents in varied forms are accurate and available

 Requirements and Qualifications 

• Graduate from a relevant education background, having a minimum of 5 years of relevant experience in project related document control, document control principles and procedures
• Advanced user of MS Office applications (e.g., Word, Excel, Outlook) and proficient in, Newforma Project Center, Document Management platforms (such as Aconex and BIM 360), Adobe applications (or similar group of software)
• Projects related document control experience in the Middle East is crucial
• Strong organizational skills and attention to detail along with excellent communication skills in English, both written and verbal
• Able to work well in a team and independently, when necessary, often multitasking, prioritising and meeting deadlines

Why you should join Jensen Hughes

• You will work on exciting, challenging and at times groundbreaking designs and projects with market-leading clients whilst having the backing of a leading international firm
• You will receive continued support from the leadership team, with a measured and flexible approach to day-to-day activities.
• An established career development framework is in place, clearly defining expectations and outlining opportunities for progression.

#LI-SR1

Jensen Hughes is an Equal Opportunity Employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

At Jensen Hughes, we embrace innovation and understand that people are increasingly using artificial intelligence (AI) tools like ChatGPT and other generative platforms to learn, prepare and communicate.  We have provided some guidelines regarding the responsible use of AI in the recruitment process.  Please click here to review.

The security of your personal data is important to us. Jensen Hughes has implemented reasonable physical, technical, and administrative security standards to protect personal data from loss, misuse, alteration, or destruction. We protect your personal data against unauthorized access, use, or disclosure, using security technologies and procedures, such as encryption and limited access. Only authorized individuals may access your personal data for the purpose for which it was collected, and these individuals receive training about the importance of protecting personal data.  Jensen Hughes is committed to compliance with all relevant data privacy laws in all areas where we do business, including, but not limited to, the GDPR and the CCPA.  Additionally, our service providers are contractually bound to maintain the confidentiality of personal data and may not use the information for any unauthorized purpose.

*Policy on use of 3rd party recruiting agency for direct placements

Jensen Hughes will occasionally augment a recruiting search through agencies for certain positions when business conditions warrant. Jensen Hughes will not accept resumes, inquiries or proposals from recruiting agencies as an acceptable method to consider a candidate. 3rd party recruiting agencies must sign a standard Jensen Hughes agreement after being evaluated and accepted by a Human Resources or Talent Acquisition manager, or member of the talent acquisition team. Hiring managers and employees of Jensen Hughes are not authorized to accept resumes, engage in fee-based searches through recruiting firms or sign a search agreement. Please note this policy does not apply to “staffing firms” or firms that are involved with hiring temporary staff. Any recruiting agency interested in being considered may contact our recruiting team at jensenhughesrecruiting.com.