Document Controller

The client is looking to hire a Document Controller for their team at Al Khobar, Saudi Arabia.

Experience : More than five 5 years of experience in a similar role.

Job Description :

The Document Controller is responsible for managing various administrative and logistical tasks, ensuring compliance with SOPs, and administratively supporting the maintenance team in maintaining documents and records.

Job Responsibilities :

Team Support and Coordination :

- Provide support to office assistants and site supervisors as required.

- Coordinate with the maintenance team to ensure timely ordering, receiving, and documentation of parts and materials.

- Collaborate with other departments, including QHSE and Journey Management Coordinator, to identify non-compliance issues and report suspicious activities.

Safety and Emergency Response :

- Report emergency situations, such as vehicle accidents or breakdowns, immediately to the QHSE Manager and Journey Management Coordinator.

- Ensure compliance with safety protocols in coordination with the safety team and relevant stakeholders.

Document and Invoice Management :

- Accurately enter purchase invoices and related data into the company’s database system.

- Verify invoice details, ensuring they align with purchase orders and contracts.

- Maintain records of invoices, receipts, and other financial documents for audit and reconciliation purposes.

Leave and Schedule Management :

- Forecast driver needs during holidays and special events to prevent disruptions in delivery schedules.

- Inform line managers for annual leave approvals and coordinate with HR for sick leave processing.

- Ensure records for driver leave requests are properly maintained.

Vendor and Client Relations :

- Communicate effectively with vendors to resolve discrepancies or issues related to invoices or deliveries.

- Foster positive communication and relationships with team members, management, vendors, and clients.

- Ensure all work is completed within assigned deadlines.