Document Controller

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems.  Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.

 

Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. At our core we embody an entrepreneurial spirit, always looking ahead for new ways to innovate and add to our clients’ success. We share the belief that design has the power to transform organizations and change lives; whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building.

 

Our work reflects an enduring commitment to sustainability, and we believe that a diversity of voices and cultures is one of the most powerful strategic tools for securing lasting competitive advantage.

 

As the world’s largest design firm, Gensler has a unique obligation and opportunity to focus on sustainability in the built environment. We deepened our commitment to combat the impact on climate change in the built environment when we launched Gensler Cities Climate Challenge (GC3) in 2019. This is our pledge to meet an ambitious goal: the elimination of all greenhouse gases from our work by 2030.

 

Your Role

 

We are searching for a numerate and experienced Project Coordinator/Document Controller with a successful track record of proactively assisting large, complex projects and extensive, multidisciplinary teams. You will join our fantastic team and be responsible for the quality and organisation of incoming and outgoing project-related information and contractual documents for multiple projects based across the Middle East. A thorough understanding of mainstream EDM systems is essential and exposure to large scale construction projects is preferred.

 

What You Will Do

 

Assist project teams with various billable aspects of projects such as:

Developing document control programs with internal and external teams to implement efficient delivery of information packages from Concept to Construction.

Being the point of contact for clients, consultants and internal management for project information auditing and sourcing.

Implementing thorough QA/QC procedure on all information being transmitted to the client and liaising with internal and external teams to follow up on client responses.

QA/QC all incoming information and ensure all information complies with project protocol and standards.

Download of all formal and informal issues and distributing these internally to the teams and consultants.

Setting up new project standards and developing ‘how to’ guides for new projects.

Working with client team to understand their protocols and requirements and being their point of contact for all information exchange queries.

Training internal and external project team members on project specific EDM system and protocols.

Prepare and maintain project record files.

Arrange printing as required by project.

Completing the final process of reviewing drawings and attaching the relevant comments and submitting them back onto the project systems.

Manage and maintain other essential project forms such as RFIs, Correspondences, Site Submittals.

Hard copy filing

Occasional assistance on Project Administration (minutes/program updates) as required.

Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.

Engage and collaborate with the larger team on sustainability efforts and initiatives.

Research and implement ways to optimize our internal workflow environmental impact.

 

Your Qualifications

8+ years of project coordination or administrative professional experience in an architecture or design firm

Long track record of industry experience in Document Control or Information Management

Experience with ISO 9001 standards essential, BIM Level-2 information management experience is an advantage.

Proficiency in Microsoft Office, especially Excel

Knowledge of Revit is a plus.

Proven knowledge of using and configuring EDM Systems including Aconex is essential.

Proficient in Prolog

Proficient in lnDesign

Strong leadership, organisational, communication and relationship management skills

Proven ability to provide excellent client service, prioritise and work well under pressure.

Must be organized, efficient and enjoy working with a team.

Excellent verbal and written communication is essential

Self-motivated, with exceptional attention to detail and ability to multi-task and work

Basic understanding of sustainable design and operations is preferred.