Lead Document Control

UrbaCon Contracting & Trading Company; Saudi Arabia; On-site; SAR 120,000 - 150,000; Full time

Job summary

A leading contracting firm in Saudi Arabia is seeking a Lead Document Control to manage all project documentation effectively. Responsibilities include overseeing document organization, implementing control procedures, and ensuring compliance with standards. Ideal candidates should have at least 5 years of experience, including specific knowledge of document management systems like SharePoint or Documentum. Strong problem-solving abilities and communication skills will be critical in this role, along with a bachelor's degree and ERP knowledge, preferably in SAP.

Qualifications

• 5+ years of working experience, with 3 years relevant to document control.
• Experience in GCC is a plus.
• Proficiency in using systems like SharePoint, Documentum, or Procore.

Responsibilities

• Oversee the organization and maintenance of project documents.
• Implement document control procedures and standards.
• Manage document versioning and revision control.
• Coordinate document distribution to stakeholders.
• Conduct audits for accuracy and compliance.
• Provide training on document control practices.
• Collaborate on document exchange with stakeholders.
• Identify risks related to document control.
• Ensure security of sensitive information.
• Continuously improve document control processes.
• Support HSE initiatives and safety activities.

Skills

Document management systems (DMS)

Regulatory compliance knowledge

Attention to detail

Effective communication

Problem-solving skills

ERP knowledge (SAP)

Education

Bachelor's Degree

Job description

Job Summary

The Lead Document Control ensures that all organizational documents, such as but not limited to contracts, correspondence letters, agreements, commercial documents, samples, method statements, RFI, etc. are properly received and accurately recorded in a manner which will be distributed internally/externally as per the approved distribution matrix to the concerned departments, discipline, stakeholder, etc. The role adheres to the company quality policy and procedures, and is aware of basic standards that help maintain and follow a consistent methodology in projects.

Job Responsibilities

• Oversee the organization, maintenance, and control of project documents, ensuring accurate documentation of project activities, correspondence, and deliverables.
• Develop and implement document control procedures, guidelines, and standards to ensure consistency, accuracy, and compliance with project requirements and industry standards.
• Manage document versioning and revision control processes to ensure that stakeholders have access to the latest, most up-to-date versions of project documents and records.
• Coordinate the distribution of documents to project team members, stakeholders, and external parties, ensuring timely delivery and appropriate access permissions.
• Conduct regular reviews and audits of project documents to ensure accuracy, completeness, and compliance with organizational standards and regulatory requirements.
• Provide training and support to project team members on document control procedures, software tools, and best practices to ensure effective document management throughout the project lifecycle.
• Collaborate with project managers, engineers, contractors, and other stakeholders to facilitate document exchange, resolve issues, and ensure alignment with project objectives.
• Identify and mitigate risks related to document control, such as data loss, unauthorized access, or document errors, implementing safeguards and contingency plans as needed.
• Ensure the security and confidentiality of sensitive project information and documents, implementing appropriate access controls, encryption, and data protection measures.
• Continuously evaluate and improve document control processes, systems, and tools to enhance efficiency, accuracy, and effectiveness, leveraging technology and automation where possible.
• 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.
• Additional responsibilities related to document control as assigned.

Job Knowledge & Skills

• Proficiency in using document management systems (DMS) such as SharePoint, Documentum, or Procore to organize, store, and retrieve project documents efficiently.
• Knowledge of relevant regulatory requirements, industry standards, and best practices related to document control, ensuring compliance with applicable laws and regulations.
• Strong attention to detail to ensure accuracy and completeness of project documents, including document numbering, metadata tagging, and version control.
• Effective communication skills to collaborate with project team members, stakeholders, and external parties, conveying information clearly and facilitating document exchange and distribution.
• Strong problem-solving skills to identify and address document control issues, such as discrepancies, missing documents, or version conflicts, and implement solutions to ensure smooth project operations.
• ERP knowledge, preferably SAP, with functional skills considered a requirement to be successful in this role.

Job Experience

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year(s) GCC is a plus

Competencies

• Agility
• Resilience
• Quality
• Leadership
• Backup and recovery L2
• Data Storage Devices L2
• Records Management L2
• Desktop Publishing L2
• Recordkeeping and Logs L2

Education

Bachelor's Degree