Document Controller - Immediate Joiner Preferred

Quality Equipment Rental LLC; Dubai; On-site; AED 78,000 - 100,000; Full time

Job summary

Quality Equipment Rental LLC is seeking a meticulous Document Controller in Dubai to manage and safeguard technical documents, equipment records, and workflows. You will coordinate with internal teams, prepare reports for the service supervisor and breakdown team, and ensure accuracy and confidentiality across physical and digital archives.

Responsibilities include archiving, updating manuals, distributing documents, creating templates, and ensuring swift access even during holidays.

Qualifications

• Proven work experience as a Document Controller or similar role.
• Familiarity with document management systems and procedures.
• Proficient in MS Office and document control software.
• Strong attention to detail with excellent organizational skills.
• Ability to maintain confidentiality and work with sensitive information.
• Strong communication skills to interact with internal teams.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• A degree in administration, business, or a related field is preferred.
• Certification in document control management is a plus.

Responsibilities

• Copy, scan, and store documents (Hard & Soft Copy) to ensure easy access and proper archiving to all.
• Check for accuracy and ensure all documents, including maintenance records, are error-free and up-to-date without any fail.
• Review and update equipment documents, such as manuals and workflows, ensuring their relevance and correctness with relevant colleagues & line manager.
• Distribute equipment-related documents and copies to internal teams & line manager as without any fail.
• File documents in both hard & soft formats, ensuring organized and secure records to access relevant team members & line manager.
• Create document templates for future use with approval from line manager, facilitating efficiency in documentation processes.
• Retrieve files as required by colleagues /or management, ensuring swift and accurate access to documents even if you are on holidays, sick etc.
• Manage the flow of documentation within the organization on daily bases, ensuring timely distribution and receipt of essential files with management.
• Maintain confidentiality around sensitive information, including terms of agreements and proprietary documents.
• Prepare ad-hoc reports on ongoing projects and documentation status, providing insights to management on daily bases.

Skills

Document control

MS Office

Document management systems

Attention to detail

Confidentiality

Communication

Multi-tasking

Education

Bachelor's degree in administration or related field

Certification in document control (optional)

Tools

MS Office

Document management software

Job description

Job Description:

Summary

The ideal candidate will ensure that all company documents, both physical and digital, are stored, updated, and distributed efficiently, maintaining accuracy and confidentiality at all times. As a Document Controller, you will collaborate closely with internal teams, manage documents, and prepare reports to support service supervisor & breakdown team with ongoing projects. You will play a key role in ensuring that technical documents, equipment records, and other critical records are handled with precision and care.

Key Responsibilities

• Copy, scan, and store documents (Hard & Soft Copy) to ensure easy access and proper archiving to all.
• Check for accuracy and ensure all documents, including maintenance records, are error-free and up-to-date without any fail.
• Review and update equipment documents, such as manuals and workflows, ensuring their relevance and correctness with relevant colleagues & line manager.
• Distribute equipment-related documents and copies to internal teams & line manager as without any fail.
• File documents in both hard & soft formats, ensuring organized and secure records to access relevant team members & line manager.
• Create document templates for future use with approval from line manager, facilitating efficiency in documentation processes.
• Retrieve files as required by colleagues &/or management, ensuring swift and accurate access to documents even if you are on holidays, sick etc.
• Manage the flow of documentation within the organization on daily bases, ensuring timely distribution and receipt of essential files with management.
• Maintain confidentiality around sensitive information, including terms of agreements and proprietary documents.
• Prepare ad-hoc reports on ongoing projects and documentation status, providing insights to management on daily bases.

Skills And Qualifications

• Proven work experience as a Document Controller or similar role.
• Familiarity with document management systems and procedures.
• Proficient in MS Office and document control software.
• Strong attention to detail with excellent organizational skills.
• Ability to maintain confidentiality and work with sensitive information.
• Strong communication skills to interact with internal teams.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• A degree in administration, business, or a related field is preferred.
• Certification in document control management is a plus.