Document Controller - Aconex/Unifier Gaea DMCC

Job Summary: The Document Controller (Aconex / Unifier Specialist) is a critical role responsible for the comprehensive and meticulous management of all project and organizational documentation within our designated Electronic Document Management System (EDMS), specifically Aconex and/or Oracle Primavera Unifier. This role ensures the absolute integrity, security, accessibility, and compliance of all project records from inception through to archival, directly contributing to efficient project execution and adherence to industry standards in the Construction / Infrastructure sector.

Key Responsibilities:

• Advanced EDMS Management (Aconex / Unifier):
• Serve as a primary administrator and super-user for Aconex and/or Oracle Primavera Unifier for all project documentation.
• Configure, maintain, and optimize project workspaces, user permissions, and workflows within Aconex/Unifier to ensure efficient document flow and strict access control.
• Manage the full lifecycle of project documents (e.g., drawings, specifications, contracts, correspondence, RFI's, submittals, transmittals, reports, technical data) within Aconex/Unifier, including uploading, classification, version control, distribution, and archiving.
• Develop and implement project-specific document control procedures and guidelines, ensuring their strict adherence by all project stakeholders within the Aconex/Unifier environment.
• Monitor and manage document review and approval workflows within Aconex/Unifier, ensuring timely completion and accurate record-keeping of all stages.
• Troubleshoot and resolve user issues related to Aconex/Unifier functionalities, providing guidance and support to project teams.
• Generate comprehensive reports and dashboards from Aconex/Unifier to provide project status updates, document metrics, and compliance information to management and project teams.
• Document Management & Organization:
• Establish, organize, and maintain robust digital filing structures in alignment with project requirements and company standards within Aconex/Unifier.
• Ensure proper categorization, indexing, and metadata tagging of all documents for efficient search and retrieval.
• Implement and enforce consistent document naming conventions and numbering schemes across all projects and departments within the EDMS.
• Conduct regular audits of the Aconex/Unifier system to verify data accuracy, completeness, and adherence to established protocols.
• Manage document retention policies and ensure compliant archiving and disposal of records, leveraging Aconex/Unifier's capabilities.
• Version Control & Quality Assurance:
• Rigorous management of document revisions and updates within Aconex/Unifier, ensuring that only the latest approved versions are in circulation and accessible to relevant parties.
• Maintain an accurate and up-to-date document register/log within the EDMS to track all document statuses, changes, and approvals.
• Perform quality checks on all incoming and outgoing documents for accuracy, completeness, formatting, and compliance with project and company standards before processing in Aconex/Unifier.
• Distribution & Communication:
• Control the flow of documentation, managing incoming and outgoing transmittals, submittals, and correspondence via Aconex/Unifier's communication modules.
• Serve as the primary point of contact for all document-related inquiries, providing expert assistance to internal teams, clients, consultants, and contractors.
• Facilitate efficient document exchange and collaboration among diverse project stakeholders through the Aconex/Unifier platform.

Training & Continuous Improvement:

• Provide training and ongoing support to project staff on the effective use of Aconex and/or Unifier, including new features, best practices, and troubleshooting.
• Identify opportunities to enhance document control processes and system utilization within Aconex/Unifier to improve efficiency and reduce risk.
• Contribute to the development and refinement of document control procedures and standards.

Compliance & Confidentiality:

• Ensure all document control activities strictly comply with internal policies, industry standards (e.g., ISO, contractual requirements), and local regulations (e.g., Indian data retention laws).
• Maintain absolute confidentiality around sensitive and proprietary project information.
• Implement and enforce robust access control measures for confidential documents within Aconex/Unifier.