Document Controller

Document Controller

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

Job Responsibilities

Document Control System Management

• 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.

Document Revisions & Version Control

• 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.

Review & Approval Processes

• Facilitate document review and approval processes, tracking progress and ensuring that deadlines are met.

Audits & Quality Checks

• 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.

Reporting & Metrics

• Generate reports and metrics related to document control activities, such as document status, distribution, and access logs.

Confidentiality & Security

• Maintain confidentiality and security of sensitive documents and information, adhering to privacy regulations and Company policies.

HSE Support

• 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, databases, 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 years working experience

• 2 years relevant working experience

• 2 years GCC experience is a plus