Job Description

Job Title:

Document Controller

Location:

Ras Al-Khaimah, Ras Al Khaimah, United Arab Emirates

Reports To:

Engineering Manager

Job Summary:

The document controller is responsible for the efficient and accurate management of all project-related or organizational documents and information in both electronic and hard copy formats. This role ensures that documents are properly controlled, tracked, stored, and distributed in a timely manner to relevant stakeholders, adhering to established document control procedures and regulatory requirements within the context of Ras Al-Khaimah and the UAE.

Responsibilities:

Document Management System Implementation and Maintenance:

Establish, maintain, and manage the document control system and procedures in accordance with company policies and relevant standards (e.g., ISO standards). Organize and maintain a systematic filing system (electronic and physical) for easy retrieval of documents. Ensure proper naming conventions, version control, and access permissions are applied to all documents. Manage the flow of documents within the organization and to external parties.

Document Control Procedures:

Implement and enforce document control procedures for document creation, review, approval, distribution, and archiving. Ensure that all documents are formatted, reviewed, and approved according to established protocols. Track the status of documents throughout their lifecycle. Maintain document distribution matrices and ensure that the latest revisions are distributed to the appropriate personnel.

Document Receipt, Registration, and Distribution:

Receive, log, and register incoming documents (e.g., drawings, specifications, reports, correspondence) accurately and efficiently. Assign unique document numbers and maintain a document register or log. Distribute documents to relevant stakeholders according to the distribution matrix. Obtain acknowledgements of receipt for critical documents.

Document Archiving and Retrieval:

Maintain a secure and organized archive of both electronic and hard copy documents. Ensure that obsolete documents are properly identified, removed from circulation, and archived according to retention policies. Retrieve documents upon request from authorized personnel.

Version Control and Amendments:

Manage the revision and amendment process for documents, ensuring that all changes are properly tracked, approved, and communicated. Maintain a history of document revisions. Ensure that only the latest approved versions of documents are in use.

Quality Control:

Conduct regular audits of the document control system to ensure compliance with procedures and identify areas for improvement. Verify the accuracy and completeness of documents. Assist in the preparation of document control-related reports and metrics.

Communication and Coordination:

Liaise with project teams, departments, and external parties regarding document control matters. Provide training and support to staff on document control procedures. Follow up on outstanding document approvals or submissions.

Compliance and Regulations (UAE Context):

Ensure that document control practices comply with any relevant local regulations and industry-specific requirements in Ras Al-Khaimah and the UAE. Maintain awareness of any specific document retention or submission requirements mandated by local authorities.

Use of Document Management Systems (DMS):

Utilize and administer electronic document management systems (EDMS) or other document control software effectively. Ensure the integrity and security of the electronic document repository. Troubleshoot any issues related to the DMS.

Qualifications:

High school diploma or equivalent; a diploma or degree in information management, business administration, library science, or a related field is preferred. Proven experience (typically [Number] years) as a document controller or in a similar role involving document management. Strong understanding of document control principles and practices. Familiarity with document management systems and software. Excellent organizational and time management skills. Strong attention to detail and accuracy. Excellent communication (written and verbal) and interpersonal skills. Ability to work independently and as part of a team. Proficiency in basic computer applications (e.g., MS Office Suite). Familiarity with ISO standards related to document control is an advantage. Good command of English is essential; knowledge of Arabic may be an advantage in the UAE context.

Preferred Skills:

Experience in a specific industry relevant to the company (e.g., construction, engineering, or oil & gas). Knowledge of specific EDMS software (e.g., SharePoint, Aconex, Documentum). Understanding of project management methodologies and document control requirements within projects. Ability to interpret technical documents (e.g., drawings, specifications).
Job Types: Full-time, Permanent

Pay: AED2,500.00 - AED4,000.00 per month

Experience:

* UAE: 2 years (Preferred)