Document Controller

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

Job summary

A leading contracting firm based in Saudi Arabia is seeking a Document Controller responsible for ensuring all organizational documents are accurately recorded and distributed according to approved protocols. The role encompasses maintaining document management systems, facilitating reviews, and providing staff training on procedures. The ideal candidate possesses a Bachelor's degree and relevant experience, including knowledge of ISO standards and ERP systems like SAP.

Qualifications

• Minimum 3 years of working experience, with 2 years relevant experience in document control.
• GCC experience is a plus.

Responsibilities

• Maintain an organized document control system, both electronic and physical.
• Log and distribute incoming documents to relevant personnel.
• Ensure proper labeling and storage of documents.
• Monitor document revisions to ensure availability of latest versions.
• Assist in document formatting and editing as needed.
• Facilitate document review and approval processes.
• Conduct regular audits on document management.
• Provide training on document control procedures.

Skills

Knowledge in ISO documentation standards

Spreadsheets and database handling

Good working knowledge of English

ERP knowledge, preferably SAP

Education

Bachelor's Degree in Business Administration or related field

Job description

Job Summary

The Document Controller ensures that the organization documents, contracts, correspondence letters, agreements, commercial documents, samples, method statements are properly received and accurately recorded in a worthy manner which will be distributed internally/externally as per approved distribution matrix to concern departments, discipline, stakeholder etc. The role leads in adopting Company quality policy and procedures throughout service with Company by keeping aware of basic ISO standards which helps to maintain and follow consistency methodology in projects.

Job Responsibilities

• Maintain an organized and efficient document control system, including both electronic and physical filing systems.
• Receive, log, and distribute incoming documents to relevant departments or personnel in a timely manner.
• Ensure that all documents are properly labeled, classified, and stored according to established procedures and standards.
• Monitor document revisions and updates, ensuring that the latest versions are readily available to authorized users.
• Assist in the creation, formatting, and editing of documents as needed, including ensuring compliance with document templates and standards.
• Facilitate document review and approval processes, tracking progress and ensuring that deadlines are met.
• Perform regular audits and quality checks on document management processes to maintain accuracy and integrity.
• Provide training and support to staff members on document control procedures and systems.
• Generate reports and metrics related to document control activities, such as document status, distribution, and access logs.
• Maintain confidentiality and security of sensitive documents and information, adhering to privacy regulations and Company policies.
• 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 in ISO documentation standards.
• Knowledge in use of spreadsheets, database, word processing and selected job specific software.
• Knowledge of records management principles and procedures including record keeping and filing principles and practices.
• Good working knowledge of English, both written and verbal.
• 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
• Quality
• Leadership
• Database Knowledge L1
• Recordkeeping and Logs L1
• Customer Document Analysis L1
• Data Archiving L1
• Agility
• Records Management L1

Education

Bachelor's Degree in Business Administration or any related field.