Document Controller

Document Controller – Ensuring Seamless Document Management and Compliance

Join our dynamic team as a **Document Controller** in Al Madinnah Al Manwarah, Sidra, where precision, organization, and efficiency are paramount. In this critical role, you will oversee the entire lifecycle of corporate and technical documentation, ensuring seamless workflows, regulatory compliance, and seamless collaboration across departments, stakeholders, and external partners. This position is ideal for a detail-oriented professional with a passion for maintaining structured, accessible, and secure document systems.

As the **Document Controller**, you will play a pivotal role in upholding the integrity of our organization’s documentation—from legal and corporate filings to project-specific deliverables. Your expertise will ensure that all records are accurately managed, distributed, and archived in compliance with international standards, including ISO protocols and QSE procedures. This role demands meticulous attention to detail, strong organizational skills, and the ability to bridge gaps between administrative, legal, and technical teams to facilitate smooth operations.

Key Responsibilities

Your responsibilities will span a broad spectrum of document management tasks, including but not limited to:

• Electronic Document Management System (EDMS) Operations: Leverage the company’s EDMS to register, track, and distribute all incoming and outgoing documents—including correspondence, meeting minutes, technical submittals, and legal agreements—ensuring adherence to company protocols and managerial directives.
• Corporate and Legal Document Oversight: Act as a key liaison with the corporate legal team to manage critical documents such as Articles of Association (AoA), Bylaws, shareholder resolutions, and constitutional filings. Ensure accurate tracking and confirmation of document statuses with shareholders and stakeholders.
• Technical and Project Documentation: Receive, log, and distribute technical documents, drawings, and project submittals while coordinating with internal teams, consultants, and contractors. Monitor workflows to expedite document processing and ensure timely closure of open items.
• Filing and Archive Management: Establish and maintain a structured filing system in alignment with company SOPs, including the creation of new files, tracking records, and ensuring files are returned and updated promptly. Safeguard tender documents and maintain a tidy, accessible archive section.
• Communication and Coordination: Facilitate seamless document exchange through electronic transmission, fax management, and photocopying services. Ensure all records are accurate, up-to-date, and distributed to the correct recipients, including project managers and line managers.
• Compliance and Continuous Improvement: Adhere to organizational policies, QSE procedures, and ISO standards to maintain document integrity. Contribute to process enhancements by identifying opportunities for efficiency gains and innovation in document workflows.
• Cross-Functional Collaboration: Work closely with secretaries, team members, and external stakeholders to ensure alignment on document statuses, deadlines, and compliance requirements. Champion transparency and accountability in all documentation processes.

Qualifications and Skills

To excel in this role, you will bring:

• Minimum 2 Years of Experience: Proven experience as a Document Controller or in a similar capacity, with a strong understanding of document management systems and workflows.
• Technical Proficiency: Familiarity with IT systems, including EDMS platforms, and experience with software such as MS Office, Primavera, and other relevant tools. A background in IT or document control technology is highly advantageous.
• Educational Background: An undergraduate degree in a relevant field (e.g., Business Administration, Information Management, or related disciplines).
• Core Competencies: Exceptional communication skills in English (both written and verbal) to draft reports, coordinate with stakeholders, and ensure clarity in documentation. Demonstrated abilities in accountability, collaboration, and driving results in fast-paced environments.
• Soft Skills: Strong organizational and multitasking abilities, attention to detail, and the capacity to embrace innovation while maintaining integrity and respect in all interactions.

This is an opportunity to contribute to a high-performing organization where your expertise in document control will directly impact operational excellence. If you are passionate about maintaining order, fostering collaboration, and ensuring compliance through meticulous documentation, we invite you to apply and be part of our mission-driven team.