Document Controller

Role Overview

We are seeking a highly organized and detail-oriented Document Controller to join our team, where you will play a critical role in managing document control operations, administering the Electronic Document Management System (EDMS), and providing technical and project administrative support for security operations projects. Your responsibilities will encompass ensuring compliance with client-specific procedures and internal Quality Assurance/Quality Control (QAQC) standards while maintaining seamless document flow across stakeholders. This position requires a proactive approach to tracking, validating, and reporting on project documentation, SLAs, and contractual obligations to support the successful delivery of security operations projects.

Key Responsibilities

• EDMS and Aconex Administration: Establish, maintain, and optimize the Electronic Document Management System (EDMS) to ensure efficient document storage, retrieval, and version control. Administer the Aconex platform to facilitate secure project document flow, incorporating RSS security operations policies and procedures to align with client requirements.
• Project Documentation and Tracking: Manage and support project tasks by overseeing planning, scheduling, status tracking, milestone completion, and documentation. Ensure all project deliverables adhere to client and internal QAQC standards, including the review and validation of SLAs against scope-of-services and client expectations.
• Stakeholder Coordination and Compliance: Track document status, transmittals, and approvals across internal and external stakeholders. Coordinate with HR, Finance, Commercial, and Systems & Technology teams to ensure resource provisioning aligns with security SLAs and contractual terms. Conduct audits to verify compliance with contractual obligations and security operations standards.
• Asset and Resource Management: Establish and maintain systems for tracking security operations assets and resources, ensuring alignment with project requirements and contractual commitments. Support the Work Breakdown Structure (WBS) documentation and dependency mapping to enhance project clarity and execution.
• Reporting and Client Satisfaction: Manage established security operations reporting systems for internal teams and clients. Develop and maintain client satisfaction survey mechanisms, track improvement plans, and provide actionable insights to enhance service delivery and client relationships.
• Administrative and Technical Support: Provide general technical and project administrative support to the Security Operations Director, including coordination with cross-functional teams to ensure seamless project execution and adherence to SLAs and contracts.

Qualifications and Skills

To excel in this role, you must possess a Bachelor’s degree in Engineering, Business Administration, or a related field, complemented by a minimum of 7 years of experience in document control, project coordination, or project administration. Preference will be given to candidates with experience in the construction, security, or engineering sectors. Proficiency in EDMS platforms such as Aconex or SharePoint is essential, with exposure to SAP being a valuable asset. Strong technical skills in Microsoft Office Suite (Word, Excel, PowerPoint) are required, along with a solid understanding of QAQC documentation standards, audit processes, and methodologies.

Fluency in English (written and spoken) is mandatory, with native-level proficiency in Arabic. While not mandatory, exposure to security projects, oil & gas, or giga-project environments is highly desirable. Additional assets include PMP certification or project management training, and proficiency in Power BI for data visualization and reporting.

Core Competencies

• Attention to Detail: Demonstrated ability to maintain accuracy and consistency in document control, ensuring compliance with standards and contractual obligations.
• Problem-Solving: Systematic approach to identifying and resolving documentation and project-related challenges efficiently.
• Team Collaboration: Strong interpersonal skills to coordinate with internal and external stakeholders, fostering a collaborative work environment.
• Adaptability: Ability to thrive in dynamic project environments, adjusting to evolving requirements and priorities.
• Compliance Mindset: Commitment to upholding industry standards, client procedures, and internal QAQC processes to ensure operational excellence.