Job Description

Description

Document Controller

Location: Dubai, AE

Company: Majid Al Futtaim

Document Controller

JOB PURPOSE:

To facilitate the control of documents across client's portfolio of projects and departments. To electronically image, Code and retrieve various official documents and records and to perform other document management duties including filing of project documents by identifying the correct project categories for each document.

MAIN DUTIES AND RESPONSIBILITIES:

Coordinate the activities of document control, including distribution of documents, tracking and reporting on document progress.

Assist with the setup of documenting procedures and processes for individual projects.

Assign job numbers and various other document tracking numbers.

Manage archival activities for controlled documents and validation files.

Use department databases to track, manage and control issued documents.

Post changes to computerized of manual control records and maintain related files.

Collate reports & Memorandum.

Prepare reproduction of documents if needed.

Control of incoming and outgoing documentation via web based and traditional mediums.

Maintain a library of master documentation on policies, procedures, etc.

Assist with the implementation, management and administration of the department electronic document management system.

Assist with the design & mapping of different document activities under the direction of the line manager.

Report on the performance of the document control system for review and as a basis for improvement of the documents control system.

Maintain procedures for maintaining documents and change control of documents.

Liaise with internal departments to ensure that control and filing procedures are maintained for all documents

Comply and maintain control records to verify completeness and accuracy of data.

Work with experts on technical subjects in a positive, collaborative manner to prepare controlled documents.

Review and proofread documents for consistency of document format and system concerns.

Perform document control & Quality management activities.

To review, code, electronically image, enter, file and retrieve various documents including correspondences, meeting minutes, reports, bid forms, agreements and other project related documents.

To analyze documents to determine appropriate statistical coding and inputs data into computer databases, including those which are more difficult and unusual.

To prepare documents for electronic imaging/according to established procedures.

To operate computer terminals and micrographic equipment including high speed digital scanners, digital microfilm archive writer, reader, and copiers.

Performs minor maintenance on imaging equipment.

Verifies accuracy of indexed entries to identify errors and determine corrections.

To organize and maintains systems for filing and retrieving hardcopy and electronic construction documents and plans, and other records.

To determine work flow priorities and assists in developing and implementing clerical systems and procedures.

To provide status reports on communication documents and related action items.

To perform any other related duties as required.