Document Controller

A Document Controller is responsible for managing and maintaining an organization’s documents, ensuring accuracy, accessibility, and compliance with organizational standards and legal regulations. Below is a typical job description for a Document Controller:

Job Purpose:

To oversee document management processes within the organization, ensuring that all project and operational documents are accurately maintained, accessible, and compliant with relevant standards and regulations.

Key Responsibilities:

1. Document Management:

• Create, maintain, and update document control systems, including electronic databases.

• Ensure proper filing, archiving, and retrieval of documents.

• Maintain version control for all project-related documents, including drawings, contracts, and specifications.

2. Compliance:

• Ensure all documents comply with company policies, industry standards, and legal requirements.

• Conduct audits of document control procedures to ensure accuracy and compliance.

3. Communication:

• Coordinate with team members, clients, and vendors to manage the flow of documents.

• Distribute documents as required, ensuring timely communication of updates and changes.

4. Support:

• Assist in the preparation of reports, presentations, and other materials as needed.

• Train staff on document control processes and systems.

5. Monitoring:

• Track document review and approval statuses to ensure deadlines are met.

• Monitor the use of documents to prevent unauthorized access or editing.

Skills and Qualifications:

• Strong organizational and time-management skills.

• Proficiency in document management software (e.g., SharePoint, Aconex, or other ERP systems).

• Attention to detail and accuracy.

• Excellent communication skills, both written and verbal, in both English & Arabic

• Familiarity with document control standards (ISO 9001, etc.) is a plus.

• Ability to work independently and as part of a team.

Education and Experience:

• Education: High school diploma or equivalent; a degree in business administration, project management, or a related field is preferred.

• Experience: 2–5 years of experience in a similar role

Key Performance Indicators (KPIs):

• Timely and accurate filing and retrieval of documents.

• Compliance with document management standards and regulations.

• Minimal errors in document version control and recording meeting minutes.

• Successful internal and external audits of document management processes.

This description can be tailored based on the specific requirements of the organization or industry.