Document Controller

Khazna Data Centers; Dubai; On-site; AED 133,920 - 178,560; Full time

Job summary

A leading data center provider in the UAE is seeking a Document Control Specialist to manage document control systems and ensure compliance with internal procedures. The role requires at least 5 years of experience, including project/data center expertise. Candidates should possess exceptional communication skills and the ability to identify and resolve document management issues. This role is essential in maintaining organized documentation across various projects and ensuring adherence to quality standards.

Qualifications

• 5+ years of work experience, with 2-3 years in project/data center preferred.
• Adept at identifying document bottlenecks and resolving issues.
• Analytical ability to extract and manage information.

Responsibilities

• Maintain and manage document control systems and records.
• Collaborate to ensure timely and accurate documentation.
• Prepare reports and sectional statements as required.

Skills

Proficient in DMS and Microsoft Office

Excellent verbal and written communication

Problem-solving abilities

Ability to work independently

Education

Degree in Business, IT, Admin, or relevant field

Tools

Aconex

SharePoint

DocuSign

Job description

Responsible for maintaining organized and up to date documents while developing and implementing processes related to document control and management. Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence. Also, ensure compliance with Khazna’s procedures and policies, as well as legal and contractual requirements.

RESPONSIBILITIES

Documentation Control

Maintain accurate and up-to-date document control systems and records and ensure all documents are properly reviewed, approved, distributed to relevant parties, stored, archived and retrievable.

Collaborate with other team members to ensure timely and accurate documentation.

Raise and receive ERP PR and track, transmit, and accurately file electronic documents, drawings, and correspondence.

Establish document control goals, specifications and KPI’s

Maintain healthy work relationships with specialists, vendors, and clients, solve any conflicts that may arise and minimize potential risks. Ensure deliverables conform to quality, time and budgetary stipulations.

Create and update project deliverable registries and maintain quality assurance on all outgoing deliverables.

Actively manage project documentation in particular contracts, finances and handing over documents; to ensure that all are available, tracked and saved to designated folders.

Create and maintain project-specific file transfer protocol sites and assign and track project document numbers and revisions.

Coordinate multi-office and work-sharing information in a timely manner and implement efficient workflow process, monitor daily activity, and implement modifications.

Collaborate with Khazna team members to coordinate the control and distribution of documents.

Be familiar with all phases of the Khazna projects including construction, closeout and transitioning to operations and continuously enhance understanding of Khazna’s internal procedures and capabilities.

Ensure that the documentation is trusted by end users and that it contains up-to-date, reliable, checked and formally approved information.

Develop and maintain a comprehensive filing system and computer database for all documents to be retained in the system and support operations controls, reporting, estimating, planning, document control, project administration, and other support functions.

Document and maintain records of current / future data centers, decisions, monthly reports, schedules, budgets, cost tracking reports, and other pertinent records.

Analyse and implement best practices based on experience.

Provide content for benchmark figures and decision documents and prepare ad-hoc reports on projects as needed.

Skilful in communicating difficult/sensitive information tactfully.

Any other duties as required by Management.

Familiarization and Knowledgeable in Document Control Systems such as Aconex, SharePoint, Asite and Viewpoint.

TOF document preparation and process assistance to TOF specialist or PM

Transition document and process assistance (to PM)

Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement, and cost reduction.

Reporting

Prepare sectional statements and reports timely and accurately to meet Khazna and department requirements, policies, and quality standards.

QUALIFICATIONS

Minimum Qualifications:

Degree in Business, IT, Admin, or relevant field.

5+ years of work experience of which 2-3 years project / data center experience is preferred

Job-Specific Skills (Generic / Technical):

Proficient in DMS and other operating computer programs like Microsoft Office, DocuSign or similar, Aconex and other project software.

Should be adept in identifying document bottlenecks or risk issues combined with a mindset to resolve them under the guidance / consent of Senior Management.

Excellent verbal and written communication skills with analytical ability to extract information and know where information is retained.

Problem-solving abilities with strong interpersonal skills, critical thinking and extremely resourceful

Ability to work independently with minimal managerial supervision, self-start and motivated.

Provide leadership on document management, document control, routing mechanisms and other document processes.