Document Controller

Pactive Sustainable Solutions

Dubai, UAE

Fulltime

Entry

2 months ago

Document ManagementRecord KeepingFiling SystemsVersion ControlArchivingSharePoint

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Document ManagementRecord KeepingFiling Systems

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About This Role

**Document Control & Management**
Establish and maintain a structured document control system for sustainability, environmental, and project-related documentation.
Manage document lifecycle processes including submission, review, approval, distribution, revision control, and archiving.
Ensure all documents are accurately recorded, version-controlled, and traceable.
Maintain document registers, logs, and tracking systems for all records.
**ESG & Compliance Documentation**
Ensure all documentation aligns with ESG frameworks, environmental standards, and regulatory requirements.
Maintain records required for sustainability reporting, audits, and compliance reviews.
Support adherence to corporate governance policies and environmental regulations.
Ensure proper classification and retention of compliance-related documents.
**Coordination & Stakeholder Support**
Coordinate with internal teams and external stakeholders for document submission, review, and approvals.
Ensure timely distribution of documents while maintaining confidentiality and access controls.
Act as a central point of contact for document-related queries and support.
Facilitate smooth information flow across departments and project teams.
**Quality Assurance & Audit Readiness**
Conduct regular checks to ensure document accuracy, completeness, and compliance.
Support internal and external audits by providing required documentation and records.
Identify gaps and ensure corrective actions are implemented in document control processes.
Maintain audit trails and ensure readiness for inspections and certifications.
**Systems & Process Improvement**
Utilize and manage document management systems (e.g., EDMS, SharePoint) to enhance efficiency.
Identify opportunities to improve document control workflows and automation.
Support implementation of digital solutions for sustainability data and documentation management.
Promote best practices in document control and records management.
**Reporting & Record Management**
Generate reports on document status, compliance, and tracking.
Ensure proper archiving and retention of documents in line with policies and regulatory requirements.
Maintain secure storage and retrieval systems for all sustainability and environmental records.
**Confidentiality & Data Integrity**
Ensure strict confidentiality and integrity of sensitive sustainability and project data.
Control access to documents based on authorization levels.
Safeguard records in line with organizational data protection and governance standards.
**Occupational and workplace Health and Safety responsibilities:**
In addition to all job specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduce new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.
**Information Security responsibilities:**
Comply with Khidmah Information Security Policies
Be aware of and fulfil their information security responsibilities
Ensure whoever handles sensitive company information have taken the Security Awareness Training
Know how to report a security incident (to IT ServiceDesk or InfoSec).
Not Disable his/her OS firewall and/or Antivirus
Restrict use to authorized purposes, Protect access accounts, privileges and associated passwords.
Accept accountability of his/her individual user accounts, and maintain confidentiality

Qualifications

Bachelor’s degree in Business, Environmental Science, Sustainability, Engineering, or related field.
Certification in Document Control or Records Management preferred.
Knowledge of ESG and environmental standards is an advantage.
3–5 years of experience in document control, preferably within sustainability, environmental, or project-based environments.
Experience in managing document control systems, compliance records, and supporting audits within ESG or operational projects.
Strong attention to detail with high levels of accuracy and data integrity
Excellent organizational, planning, and time-management skills
Proficiency in Microsoft Office applications
Solid knowledge of document control, version control, and records management practices
Understanding of ESG and environmental compliance documentation (preferred)
Strong communication and stakeholder coordination skills
Ability to manage multiple
priorities and meeting tight deadlines
High level of professionalism, integrity, and confidentiality
Familiarity with ISO 9001 and ISO 14001 standards is an advantage

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Document Controller

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Qualifications

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