Admin / Document Controller / MMS Specialist

Darkstone Arabia Ltd.; Saudi Arabia; On-site; SAR 40,000 - 70,000; Full time

Job summary

Darkstone Arabia Ltd. is seeking a detail-oriented Administrative and Document Control Assistant to maintain MMS records and ensure accurate documentation for project materials.

You will manage correspondence and material records, update the MMS with receipts and stock balances, prepare status reports, and support audits while coordinating with procurement, warehouse, and site teams. The role requires a diploma or bachelor’s degree in a related field, 2–4 years of experience, and proficiency in

Qualifications

• Diploma or bachelor’s degree in business admin, logistics, or information management.
• 2–4 years of related experience.
• Proficiency in Microsoft Excel and MS Office.
• MMS/ERP or document management system experience preferred.
• Strong attention to detail and organization.

Responsibilities

• Manage incoming and outgoing correspondence, documents, and material records.
• Register, track, distribute, and archive documents in accordance with project procedures.
• Update the MMS with material receipts, issues, transfers, and stock balances.
• Maintain MRRs, MIVs, delivery notes, and related records.
• Verify documentation accompanying material deliveries, including PO’s, packing lists, and inspection records.
• Coordinate with procurement, warehouse, site teams, and document control personnel.
• Prepare material status reports, inventory summaries, and document registers.
• Maintain electronic and hard-copy filing systems and ensure document traceability.
• Support audits and ensure compliance with company and project documentation procedures.

Skills

Attention to detail

Organizational skills

Communication

Education

Business Admin

Logistics

Information Management

Tools

MS Excel

MMS/ERP systems

Document management system

Job description

Job Summary

Provide administrative and document control support while maintaining material management system (MMS) records, ensuring accurate documentation, traceability, and timely processing of project materials.

Key Responsibilities

• Manage incoming and outgoing correspondence, documents, and material records.
• Register, track, distribute, and archive documents in accordance with project procedures.
• Update the Material Management System (MMS) with material receipts, issues, transfers, and stock balances.
• Maintain Material Receiving Reports (MRRs), Material Issue Vouchers (MIVs), delivery notes, and related records.
• Verify documentation accompanying material deliveries, including purchase orders, packing lists, and inspection records.
• Coordinate with procurement, warehouse, site teams, and document control personnel.
• Prepare material status reports, inventory summaries, and document registers.
• Maintain electronic and hard-copy filing systems and ensure document traceability.
• Support audits and ensure compliance with company and project documentation procedures.

Qualifications and Experience

Diploma or bachelor's degree in business administration, logistics, information management, or a related field; 2–4 years of relevant experience; proficiency in Microsoft Office, particularly Excel; MMS, ERP, or document management system experience preferred; strong attention to detail and organization.