Document Controller

MediaSource FZC; Abu Dhabi; On-site; AED 60,000 - 100,000; Full time

Job summary

MediaSource FZC in Abu Dhabi is seeking an experienced Document Controller to administer and upkeep third-party service documentation. You will maintain hard and electronic copies for each site and coordinate with contractors, consultants, and clients to keep records accurate and accessible.

The role requires a Bachelor’s degree and at least 3 years of document control experience, preferably in facilities management.

Qualifications

• Bachelor degree in any discipline.
• Minimum of 3 years as a Document Controller.
• Experience in Facility Management industry a plus.
• Sound knowledge of document control principles for contract and subcontract administration and related disciplines.

Responsibilities

• Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site.
• Compile and upkeep of daily technical reports and Service Operations Manuals.
• Assist or deputize for the Contracts Administrator when they are unavailable.
• Collate all documentation for contractor Site Safety.
• Collate all documentation for purchase order requests.
• Provide administrative support such as preparing correspondences, required documentations for the department.
• Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client.
• Support in the development and improvement of all required administration systems to ensure smooth operations.
• Serves as a point of contact for contractors for receiving invoices, service report, and other submittals for Line Manager’s review.
• Process all invoices in line with company policies and forward to Finance.
• Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress.
• Responsible for archiving, filing and distribution of documents as required.
• Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked-in out from the storage area in order to prevent loss of documentation Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments.
• Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents.
• Prepares Document Transmittals, Delivery and collection of documents from other departments.
• Implement and communicate a process in order to ensure documentation is accessible.
• Perform other duties as assigned by the Direct Manager

Skills

Document control

Administration

MS Office

Education

Bachelor degree

Tools

MS Office Suite

Job description

Job Purpose

To ensure administration and upkeep of all Third Party Services related documentation is in accordance with company requirements for projects, products and services.

Job Responsibilities

• Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site.
• Compilation and upkeep of daily technical reports and Service Operations Manuals.
• Assist or deputize for the Contracts Administrator when they are unavailable.
• Collate all documentation for contractor Site Safety.
• Collate all documentation for purchase order requests.
• Provide administrative support such as preparing correspondences, required documentations for the department.
• Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client.
• Support in the development and improvement of all required administration systems to ensure smooth operations.
• Serves as a point of contact for contractors for receiving invoices, service report, and other submittals for Line Manager’s review.
• Process all invoices in line with company policies and forward to Finance.
• Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress.
• Responsible for archiving, filing and distribution of documents as required.
• Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked-in out from the storage area in order to prevent loss of documentation Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments.
• Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents.
• Prepares Document Transmittals, Delivery and collection of documents from other departments.
• Implement and communicate a process in order to ensure documentation is accessible.
• Perform other duties as assigned by the Direct Manager

Job Requirements

Qualification: Bachelor degree in any discipline.

Minimum of 3 years as a Document Controller.

Experience in Facility Management industry a plus.

Sound knowledge of document control principles for contract and subcontract administration and related disciplines.