Document Controller - Immediate joiner (preferred)

Quality Equipment Rental LLC; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Quality Equipment Rental LLC is seeking a detail-oriented Document Controller in Dubai to manage and secure both physical and digital documents for the service and breakdown teams. You will support project work by organizing manuals, workflows, and equipment records with strict confidentiality and clear reporting lines.

Responsibilities include archiving, drafting templates, distributing documents to internal teams, and generating ad-hoc reports for management.

Qualifications

• Proven work experience as a Document Controller or similar.
• Familiarity with document management systems and procedures.
• Proficient in MS Office and document control software.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information securely.
• Good communication and collaboration with internal teams.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Degree in administration or related field preferred; certification a plus.

Responsibilities

• Copy, scan, and store documents (hard and soft copy) for easy access and archiving.
• Check accuracy and ensure documents, including maintenance records, are up-to-date.
• Review and update equipment documents, manuals, and workflows with colleagues.
• Distribute equipment-related documents to internal teams and line manager.
• File documents in hard and soft formats, ensuring secure records.
• Create document templates with approval from line manager to improve processes.
• Retrieve files for colleagues or management, even during leave or illness.
• Manage daily documentation flow and timely distribution across the organization.
• Maintain confidentiality around sensitive terms and proprietary documents.
• Prepare ad-hoc reports on projects and documentation status for management.

Skills

Attention to detail

Communication skills

Multitasking

Confidentiality

Team collaboration

Education

Bachelor's degree in administration or business

Document control certification (preferred)

Tools

MS Office

Document Management Systems (DMS)

Document control software

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.