About this role
Document Controller
Location:
KSA, Al Qassim, Qudra
Job Summary
Responsible for maintaining the Document Control and/or Document Management System, ensuring proper registration, tracking, filing, distribution, and archiving of documents.
Maintain accurate and up-to-date records of documents received by the department and coordinate with relevant stakeholders to obtain required updates and confirmations.
Roles & Responsibilities
- Use the Electronic Document Management System (EDMS) in accordance with company requirements and line manager instructions.
- Provide document control and administrative support to the relevant team.
- Register and maintain records of all incoming and outgoing correspondence, letters, Minutes of Meetings (MoMs), drawings, technical submittals, and other documents in Arabic and/or English.
- Maintain a register of incoming and outgoing mail, including stamping, recording, distribution, and circulation.
- Control, track, and issue documentation including correspondence, Minutes of Meetings, resolutions, constitutional documents, licenses and permits, agreements, letters, and other relevant documents received from departments, project companies, and stakeholders.
- Receive, log, and distribute documents and support the coordination and monitoring of administrative activities to facilitate efficient workflow.
- Establish and maintain the document control filing system in accordance with company Standard Operating Procedures.
- Maintain files and tracking records and ensure proper control when documents or files are taken from the filing system.
- Follow up with relevant individuals to ensure files and outstanding documents are returned or closed in a timely manner.
- Maintain tender documents and ensure original documents are appropriately controlled.
- Ensure all physical and electronic files are properly organized and maintained.
- Collect, record, and distribute incoming communications to the relevant individuals as required.
- Implement and maintain a coordinated and consistent filing system, ensuring all records are up to date and maintained in accordance with QSE procedures.
- Coordinate with internal teams, team members, third-party consultants, contractors, and other stakeholders to facilitate document workflows and ensure document statuses are properly closed.
- Follow up on open document-control items with relevant stakeholders until closure.
- Maintain project documentation in accordance with applicable ISO standards.
- Manage the electronic transmission of documents.
- Perform data entry and maintain databases related to document receipt, distribution, and tracking.
- Coordinate with team members, secretaries, and other staff to ensure the accuracy and completeness of records.
- Archive contract and project documentation and ensure archive records remain up to date.
- Support the successful closeout and handover of documentation as required by the line manager.
- Ensure regular periodic electronic backups of project documents.
- Adhere to all relevant organizational and departmental policies, processes, Standard Operating Procedures, and instructions.
- Contribute to continuous improvement initiatives, programs, and projects in line with organizational standards.
- Perform other related duties or assignments as directed.
Job Specifications
Educational
Desired
- Undergraduate Degree.
Minimum Experience (Type and Duration)
Minimum
- Minimum 2 years of experience as a Document Controller.
- Experience working with Document Control Systems / Electronic Document Management Systems (EDMS).
Required Skills
- Knowledge and experience in Document Control and Document Management Systems.
- Excellent report-writing skills.
- Excellent communication skills in English.
- Proficiency in MS Office.
- Knowledge of Primavera and other relevant software.
- Good document filing, tracking, archiving, and record-management skills.
- Ability to coordinate effectively with internal teams and external stakeholders.
Core Competencies
- Ensures Accountability.
- Collaborates.
- Drives Results.
- Champions Agility.
- Embraces Innovation.
- Demonstrates Integrity and Respect.
Work Condition
- Ability to manage multiple documents, requests, and priorities while maintaining accuracy and ensuring timely completion of document-control activities