Document Controller
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Key skills for this role
About the Role
UrbaCon Contracting & Trading Company is hiring a Document Controller to maintain document control systems, receive and distribute documents, monitor revisions, assist in document creation, facilitate review processes, and perform audits.
Key Skills for This Role
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
Requirements
- Minimum 3 year(s) working experience, 2 year(s) relevant working experience
- ERP knowledge preferably SAP functional skills
- Bachelor's Degree in Business Administration or any related field
Full Job Posting
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 and distributed internally/externally as per approved distribution matrix.
Job Responsibilities 1
- 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
Education
- Bachelor's Degree in Business Administration or any related field
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