Document Controller

TALENTMATE; Sharjah; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading recruitment firm in the UAE seeks an organized Document Controller to manage both electronic and physical documents within the company. This key role involves collaboration with various departments to ensure all records are accurate and up-to-date, and the candidate will implement efficient document retrieval and archiving systems. Ideal applicants must have a relevant degree and proven experience in document control, along with strong attention to detail and excellent communication skills.

Qualifications

• Proven experience in document control within relevant industries like construction or engineering.
• Strong skills in managing documents with high attention to detail.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Maintain and manage both physical and electronic documents.
• Ensure all documents adhere to quality and security standards.
• Coordinate with departments to gather necessary documents.

Skills

Attention to detail

Organizational skills

Communication skills

Data entry

Collaboration

Education

Bachelor’s degree in Business Administration, Information Management, or related field

Tools

Document Management Systems (e.g., SharePoint)

Job description

A Document Controller plays a crucial role in managing, organizing, and maintaining all key documents within an organization. This role is pivotal especially in sectors such as construction, engineering, and manufacturing, where significant documentation is generated and needed for compliance, legal, and operational purposes. The Document Controller ensures that documents are easily accessible, properly stored, and securely managed to avoid any loss of documentation or breach of confidentiality. In this position, one must possess attention to detail, be highly organized, and have a keen understanding of document management systems. The Document Controller also collaborates with various departments, ensuring that all records are accurate and updated regularly. This role often requires a balance of technical knowledge and people skills, as it involves both entering data and coordinating with team members to ensure comprehensive document management.

Responsibilities

• Maintain and manage both physical and electronic documents in an organized manner.
• Ensure all documents adhere to the organization's quality and security standards.
• Coordinate with various departments to gather necessary documents and updates.
• Implement procedures for efficient document retrieval and archiving systems.
• Monitor and track document submission, approval, and distribution processes.
• Conduct regular audits to ensure compliance with regulatory and legal requirements.
• Create and update document templates to streamline document creation processes.
• Train and support staff in using the Document Management System effectively.
• Provide reporting and insights on document management activities to management.
• Oversee the destruction and disposal of documents in line with company policy.
• Manage document control systems and upgrade them as needed to meet industry practices.
• Resolve any document-related issues that arise quickly and efficiently.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or related field.
• Proven experience in document control within relevant industries like construction or engineering.
• Proficiency in Document Management Systems such as SharePoint or equivalent tools.
• Strong organizational skills and high attention to detail in managing documents.
• Ability to handle sensitive information with confidentiality and integrity.
• Excellent communication and collaboration skills for interdepartmental coordination.
• Ability to work independently and manage multiple tasks simultaneously with accuracy.