Document Controller

Hill International; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An established industry player is seeking a detail-oriented Document Control Specialist to manage and streamline document processes. In this role, you will implement and maintain document control procedures, ensuring accurate documentation flow and compliance with standards. Collaborating with various teams, you will oversee the lifecycle of documents, from creation to archiving, while training staff to enhance their skills. This position is perfect for someone who thrives in a fast-paced environment and is committed to quality and efficiency. Join a dynamic team and contribute to the success of important projects while developing your career in a supportive setting.

Qualifications

• 4+ years of experience in administration and document control.
• Strong verbal and written communication skills are essential.

Responsibilities

• Implement and maintain document control processes and procedures.
• Process incoming and outgoing documentation efficiently.
• Train and develop staff on relevant skills for document management.

Skills

Verbal Communication

Written Communication

Attention to Detail

Document Management

Team Collaboration

Time Management

Education

Diploma in Administration

Tools

e-Correspondence System

Document Control Software

Job description

General Description of Role and Responsibilities:

• Implement and maintain document control processes and procedures. Manages the flow of documents either in electronic form, in e-correspondence or on paper, ensuring that the documents are issued in the proper format with the proper addressees, both internally and outside the company, and are archived so that they can be retrieved easily in the future.
• Process incoming documentation, including registration in the e-Correspondence system, internal distribution, follow-up and archiving.
• Process outgoing documentation, including transmittal of electronic or hard copies to IOCs, shareholders, suppliers and other third parties.
• Ensure that controlled copies of final approved documents are distributed internally and externally to relevant stakeholders.
• Carry out general document control activities such as photocopying, scanning, numbering and all other aspects related to document quality.
• Assist in the preparation, collation and issue of reports and customer feedback as required.
• Monitor technical document reviews and approvals in accordance with the agreed schedule as may be required.
• Tracking revisions, updates, approvals and the lifecycle of documents from creation to disposal.
• Ensure the proper use of standardized forms and templates. Follows-up on circulation forms issued for information or signature, tracking and filing of all communication and approvals from shareholders.
• Ensure strict confidentiality of all work-related information, documents and correspondence while maintaining a secure storage and retrieval of sensitive and confidential documents.
• Receive, and process invoices from suppliers liaise with Planning and Finance and follow up on payment.
• Cover any operating areas when and where required without affecting the business operations.
• Implement approved Department / Section policies, processes, systems, standards and procedures in order to support execution of the Department / Sections work programs in line with Company and International standards.
• Comply with all applicable legislation and legal regulations.
• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective business objectives.
• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other venues.

Qualifications, Experience, Knowledge and Skills:

• Diploma in Administration or equivalent.
• 4 years of experience in administration, document control areas.
• Clear verbal and written communication to collaborate with teams and explain procedures effectively.
• Strong attention to detail while ensuring accuracy in documentation and minimizing errors.
• Positive and flexible attitude while working under pressure.
• Working collaboratively across departments.
• Computer literate.
• Ability to manage and prioritize large volumes of documents efficiently.