Job Summary: The Document Controller is responsible for managing, organizing, and maintaining company documents while ensuring accuracy, quality, and integrity. This role involves handling electronic and hard copy documents, maintaining version control, and ensuring compliance with company policies and regulatory requirements. The Document Controller supports project teams, departments, and stakeholders by ensuring efficient document flow and retrieval. Key Responsibilities: Document Management:
Receive, track, and manage documents (incoming/outgoing) including drawings, contracts, reports, and correspondence.
Ensure all documents are properly labeled, filed, and stored in physical and electronic systems (e.g., SharePoint, Aconex, Documentum, or other EDMS).
Maintain version control and ensure only the latest revisions are accessible to authorized personnel.
Distribute documents to relevant departments, teams, or external parties as required.
Quality & Compliance:
Ensure all documentation complies with company standards, industry regulations (ISO, GDPR, etc.), and project requirements.
Assist in audits by providing necessary documentation and maintaining records of document history.
Follow document retention policies and ensure secure disposal of obsolete records.
Administrative Support:
Prepare and update document control procedures and workflows.
Generate reports on document status, approvals, and revisions.
Support project teams with timely retrieval and submission of documents.
Coordinate with internal departments and external stakeholders for document submissions and approvals.
System & Process Improvement:
Assist in implementing and optimizing electronic document management systems (EDMS).
Train staff on document control procedures and software usage.
Recommend improvements to enhance efficiency in document handling.
Required Skills & Qualifications:
Education: High school diploma or equivalent (degree in Business Administration, Information Management, or related field is a plus).
Experience:
2+ years in document control, records management, or administrative roles.
Familiarity with EDMS (e.g., SharePoint, Aconex, OpenText, etc.).
Experience in industries like construction, engineering, oil & gas, or manufacturing is preferred.
Technical Skills:
Proficient in MS Office (Word, Excel, Outlook) and Adobe Acrobat.
Knowledge of metadata, file naming conventions, and document numbering systems.
Soft Skills:
Strong organizational and time-management skills.
Attention to detail and accuracy.
Good communication and teamwork abilities.
Preferred Qualifications:
Certification in document control or records management (e.g., ISO 9001, IRCA).
Knowledge of compliance standards (e.g., ISO, GDPR, OSHA).
Experience with project management tools (e.g., Procore, Primavera).
Work Environment:
Office-based or hybrid (some roles may require site visits).
May involve prolonged computer use and handling large volumes of paperwork.
Physical Requirements:
Ability to lift boxes/files (up to 15-20 lbs).
Occasional bending/filing in physical archives.
Salary & Benefits: [Customize based on company policy e.g., competitive salary, health insurance, training opportunities.] '
Beware of fraud agents! do not pay money to get a job
MNCJobsGulf.com will not be responsible for any payment made to a third-party. All Terms of Use are applicable.