Document Controller

Position Overview

Tuwaiq Casting & Forging is seeking a meticulous and proactive Document Controller to join our Maintenance Division. Reporting directly to the Maintenance Director, this critical role is designed to ensure the seamless management of documentation, administrative processes, and operational support within the department. The ideal candidate will play a pivotal role in maintaining organisational efficiency, enhancing communication, and supporting the maintenance team’s strategic objectives through precise document control and administrative excellence.

Key Responsibilities

The Document Controller will be responsible for a diverse range of duties, including but not limited to:

• Health, Safety & Environment (EHS) Compliance:
  • Ensure strict adherence to EHS regulations and company guidelines to cultivate a safe and compliant working environment.
  • Maintain impeccable workplace cleanliness and organisation in alignment with established standards.
  • Facilitate the reporting of near misses, incidents, and site inspection observations, and track corrective actions diligently.
  • Compile and distribute status reports on reported EHS incidents and observations to relevant stakeholders within the maintenance organisation.
• Office Documentation & Operational Support:
  • Manage the inventory of office supplies, including stationery and tools, and initiate reordering through the ERP system to ensure uninterrupted operations.
  • Develop and maintain a robust filing system with proper archiving protocols to safeguard critical documents.
  • Coordinate logistics for department visits by external representatives, including gate pass authorisations and necessary arrangements.
  • Conduct daily assessments of IT equipment functionality, such as printers, scanners, and projectors, and coordinate timely repairs with IT and third-party vendors.
  • Oversee the booking of conference and meeting rooms and facilitate virtual meetings as required.
  • Handle incoming calls for the maintenance department and direct them to the appropriate personnel efficiently.
  • Implement and uphold 5S standards in the designated area to foster a productive and organised workspace.
• Human Resources & Employee Support:
  • Attend meetings as requested and prepare comprehensive Minutes of Meeting (MoM) for distribution.
  • Provide guidance and support to newly hired staff, ensuring they are familiar with available services and company protocols.
  • Cultivate strong, collaborative relationships with colleagues across various departments to enhance operational synergy.
  • Distribute received items to department staff and maintain accurate records of all transactions.
  • Communicate approved general messages and updates to department personnel in a timely manner.
• Reporting & Data Management:
  • Prepare and update document control checklists and reports, including the employee directory, to ensure accuracy and accessibility.
  • Assist in generating reports from ERP or other systems, ensuring timely submission to stakeholders.
  • Issue MoM and track action items with designated owners and stakeholders to ensure accountability and completion.
  • Generate periodic EHS near miss reports and site observation audits, and monitor near-due actions with responsible parties.
  • Consolidate departmental reports and distribute them to relevant departments and staff within Tuwaiq Casting & Forging.

Qualifications & Competencies

To excel in this role, candidates must meet the following requirements:

• Education & Experience:
  • Hold a technical certificate or diploma in Business Administration or a related field.
  • Possess 5–6 years of relevant experience in administration or document control, preferably within an industrial setting such as petrochemical, metals, or oil and gas sectors.
• Technical & Functional Skills:
  • Demonstrated expertise in document control and administrative management.
  • Fluency in English, both written and verbal, with the ability to interpret and communicate complex information clearly.
  • Proficiency in Microsoft Office Suite; MS Office certification is considered advantageous.
  • Certification as an Administrative Assistant is a plus.
  • Familiarity with ERP systems is beneficial for streamlining document and inventory management processes.

Tuwaiq Casting & Forging is committed to fostering a dynamic and inclusive work environment. We invite motivated professionals who thrive in detail-oriented roles to apply and contribute to our continued success.