Document Controller

Position Overview

We are seeking a highly organized and detail-oriented Document Controller to join our dynamic team based in Al Khobar, Saudi Arabia. In this pivotal role, you will serve as the backbone of our administrative and logistical operations, ensuring seamless document management, compliance with standard operating procedures (SOPs), and robust support to our maintenance team. With over five years of relevant experience, you will play a critical role in maintaining the integrity of our records, invoices, and documentation while fostering collaboration across departments.

Key Responsibilities

The Document Controller will be responsible for a wide range of administrative and operational tasks, including:

• Team Support and Coordination:
  • Provide timely and efficient administrative support to office assistants and site supervisors to enhance operational workflows.
  • Collaborate closely with the maintenance team to ensure the prompt ordering, receipt, and documentation of parts and materials, minimizing downtime and disruptions.
  • Work in tandem with cross-functional departments, such as QHSE (Quality, Health, Safety, and Environment) and the Journey Management Coordinator, to identify and address non-compliance issues, reporting any suspicious activities promptly.
• Safety and Emergency Response:
  • Act as a first point of contact in emergency situations, including vehicle accidents or breakdowns, by immediately escalating incidents to the QHSE Manager and Journey Management Coordinator.
  • Champion safety protocols by coordinating with the safety team and relevant stakeholders to ensure adherence to industry regulations and company policies.
• Document and Invoice Management:
  • Accurately input purchase invoices and associated data into the company’s centralized database system, maintaining precision and attention to detail.
  • Conduct thorough verification of invoice details to confirm alignment with purchase orders and contractual agreements, mitigating discrepancies and financial risks.
  • Organize and maintain comprehensive records of invoices, receipts, and other financial documents to facilitate seamless audits and reconciliation processes.
• Leave and Schedule Management:
  • Proactively forecast driver requirements during holidays and special events to prevent potential disruptions in delivery schedules and ensure operational continuity.
  • Facilitate the leave approval process by coordinating with line managers and HR to process annual and sick leave requests efficiently and accurately.
  • Maintain meticulous records of driver leave requests to ensure compliance and transparency.
• Vendor and Client Relations:
  • Serve as a liaison between the company and vendors, addressing and resolving discrepancies or issues related to invoices or deliveries in a timely and professional manner.
  • Cultivate and sustain positive communication channels with team members, management, vendors, and clients to foster a collaborative and productive work environment.
  • Ensure all assigned tasks and projects are completed within stipulated deadlines, contributing to the overall efficiency of the organization.

Qualifications and Experience

To excel in this role, candidates must possess the following:

• Minimum of five years of progressive experience in a Document Controller or similar administrative role.
• Proven ability to manage multiple tasks with a high degree of accuracy and efficiency.
• Strong interpersonal and communication skills, with the capacity to interact effectively with stakeholders at all levels.
• Familiarity with database management systems and proficiency in Microsoft Office Suite, particularly Excel.
• Demonstrated commitment to safety protocols and regulatory compliance.
• Exceptional organizational skills, with a keen eye for detail and problem-solving capabilities.

If you are a proactive professional with a passion for administrative excellence and a drive to support operational success, we invite you to apply for this critical role within our team.