Assistant Document Controller

UrbaCon Contracting & Trading Company; Saudi Arabia; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading contracting firm in Saudi Arabia seeks an Assistant Document Controller to manage all important project documents and maintain an organized filing system. The ideal candidate should have a Bachelor's degree in Business Administration, at least 3 years of experience, and knowledge of SAP. Responsibilities include overseeing electronic and physical documents, ensuring compliance and confidentiality, and supporting internal audits. This role requires effective collaboration and strong attention to detail.

Qualifications

• Minimum 3 years working experience, 2 years relevant experience.
• Experience in the GCC is a plus.

Responsibilities

• Assist in maintaining and organizing electronic and physical documents.
• Support in distribution, retrieval, and tracking of documents.
• Review documents for completeness and compliance.

Skills

Knowledge of operating computer peripherals

Knowledge of Adobe, Microsoft Word, Excel

Knowledge of electronic data management systems

Knowledge of Filing (Hard Copies)

ERP knowledge (preferably SAP)

Education

Bachelor's Degree in Business Administration or related field

Job description

Job Summary

The Assistant Document Controller provides assistance to Document Control Department to maintain and manage all important documents either for a project or department. The role assists in maintaining a comprehensive filing system and computer database for all documents to be oriented in document control department, remaining committed to maintain confidentiality as per Company policies and procedure.

Job Responsibilities

• Assist in maintaining and organizing electronic and physical document filing systems in accordance with Company standards and procedures.
• Support in the distribution, retrieval, and tracking of documents, including ensuring accurate and timely delivery to relevant personnel or departments.
• Assist in reviewing documents for completeness, accuracy, and compliance with formatting and naming conventions.
• Aid in the creation and updating of document templates, forms, and procedures as necessary.
• Assist in the preparation and organization of documents for internal audits, reviews, or presentations.
• Provide support in responding to document-related inquiries or requests from internal and external stakeholders.
• Collaborate with the Document Controller and other team members to ensure efficient document management processes and workflows.
• Assist in maintaining confidentiality and security of sensitive documents and information.
• Help in identifying opportunities for process improvements and efficiency enhancements within the document control function.
• Adhere to Company policies, procedures, and quality standards related to document control and information management.
• Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies.

Job Knowledge & Skills

• Knowledge of operating computer peripherals and office equipment (Scanner, Printer, Plotter, Fax Machine, Binder, Lamination etc.)
• Knowledge of operating Adobe, Microsoft Word, Excel basic operating.
• Broad knowledge of departmental function, terminology and interrelationships
• Knowledge of electronic data management systems.
• Knowledge of Filing (Hard Copies) and Samples management systems
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 3 year(s) working experience, 2 year(s) relevant working experience, 2 year (s) GCC is a plus

Competencies

• Resilience
• Agility
• Quality
• Leadership
• Database Knowledge L1
• Recordkeeping and Logs L1
• Customer Document Analysis L1
• Data Archiving L1
• Records Management L1

Education

Bachelor's Degree in Business Administration or any related field