Document Control Specialist

Aloula Aviation | الأولى للطيران; Dammam; On-site; SAR 50,000 - 70,000; Full time

Job summary

A leading aviation company in Dammam is seeking a Document Control Specialist to manage all aviation-related documents. You will ensure compliance with GACA and ICAO standards and provide training on document control practices. The ideal candidate has a background in Aviation Management and at least 2–3 years of experience in documentation or quality systems. This role is essential for maintaining regulatory compliance and continuous improvement in our documentation processes.

Qualifications

• Bachelor's degree or Diploma in Aviation Management, Quality Management, or related field.
• Minimum 2–3 years of experience in aviation documentation or quality systems.
• Familiarity with electronic document control systems.

Responsibilities

• Manages all aviation-related documents in accordance with GACA and ICAO standards.
• Educates staff on document handling and version control processes.
• Initiates review cycles for expiring documents and regulatory changes.

Skills

Document control management

Compliance with GACA and ICAO standards

Training and support

Education

Bachelor’s degree or Diploma in Aviation Management or related field

Tools

Web Manuals

SharePoint

Job description

Basic Function

• Manages the document control system for aviation manuals, procedures, and records.
• Coordinates document revisions, approvals, and distributions using digital platforms such as Web Manuals or similar systems.
• Maintains master lists of controlled documents including regulatory manuals, maintenance procedures, forms, and training records.
• Ensures documentation audit readiness and assists with internal and external audits.
• Provides training and support to departments on document control procedures and tools.
• Implements and maintains digital document control platforms and databases.
• Monitors document expiry dates and regulatory update cycles.
• Assists in the development of SOPs for document handling, control, and retention.

Roles & Responsibilities

• Manages all aviation-related documents and ensures they are maintained in accordance with GACA, ICAO, and company standards. Controls access, versioning, and archiving to maintain compliance.
• Works with stakeholders to update operational manuals and forms. Tracks document status through workflows to ensure timely updates and notifications.
• Keeps an accurate index and ensures all authorized copies are current, while obsolete versions are withdrawn and archived properly.
• Prepares document review logs, provides auditors with required records, and corrects non-conformities related to document management.
• Educates staff on document handling, version control, and submission practices. Promotes standardization and proper use of control templates.
• Configures user permissions, integrates metadata fields, and optimizes search functions to support efficient access and compliance.
• Initiates review cycles for expiring documents and regulatory changes, ensuring timely updates are processed and distributed.
• Supports continuous improvement by documenting best practices and aligning with international and organizational standards.

Education

Bachelor’s degree or Diploma in Aviation Management, Quality Management, or related field.

Knowledge and Experience

Minimum 2–3 years of experience in aviation documentation, compliance, or quality systems. Familiarity with Web Manuals, SharePoint, or other electronic document control systems.

License and Certificates

Preferred: Quality Management Certification, Document Control Certification, or ISO standards training.