Document Controller

Job Title: Document Controller – Facilities Management

Location: Riyadh, Kingdom of Saudi Arabia

Company - SBU of Abunayyan Holding Company

Industry: Integrated Facility Management

Role Purpose

The Document Controller is responsible for managing, organizing, and maintaining all project and operational documentation within the Facilities Management function. The role ensures accurate document control, compliance with company standards, and timely distribution of information across stakeholders, supporting efficient FM operations and project delivery.

Key Responsibilities

1. Document Control & Management

• Establish and maintain an effective document control system for FM operations and projects.
• Manage all incoming and outgoing documents, including technical documents, reports, drawings, contracts, and correspondence.
• Ensure proper document classification, filing, archiving, and retrieval.
• Maintain document registers, logs, and tracking systems.

2. Documentation Process & Compliance

• Ensure all documents comply with company standards, ISO requirements, and project specifications.
• Implement and enforce document control procedures and workflows.
• Monitor document revisions, version control, and approvals.
• Ensure confidentiality and security of sensitive documents.

3. Coordination & Communication

• Coordinate with FM teams, engineering, HSE, procurement, and contractors for document submissions and approvals.
• Distribute documents to relevant stakeholders in a timely manner.
• Support internal and external audits by providing required documentation.

4. Technical Documentation Handling

• Manage FM-related documents such as:
• Asset registers and maintenance records
• Operation & Maintenance (O&M) manuals
• Preventive maintenance schedules
• Work orders and service reports
• Drawings and as-built documentation
• Ensure proper storage and accessibility of digital and hard copy records.

5. Systems & Digital Tools

• Utilize document management systems (DMS), CAFM/CMMS platforms, or ERP systems for document tracking.
• Maintain electronic filing systems and ensure data accuracy.
• Support digital transformation initiatives within FM documentation processes.

6. Reporting & Record Keeping

• Prepare regular reports on document status, pending approvals, and compliance.
• Maintain audit-ready documentation and records.
• Track document lifecycle from creation to archiving.

Qualifications & Experience

• Bachelor’s Degree or Diploma in Business Administration, Engineering, or related field.
• Minimum 5+ years of experience as a Document Controller, preferably within:
• Facilities Management
• Construction / Engineering
• Property Management
• Proven experience managing large volumes of technical and operational documentation.
• Experience working in Saudi Arabia or GCC preferred.

Technical Skills

• Strong knowledge of document control processes and procedures
• Experience with:
• Document Management Systems (DMS)
• CAFM / CMMS platforms
• ERP systems (SAP, Oracle, etc.)
• Proficiency in MS Office (Excel, Word, SharePoint)
• Ability to manage technical drawings and O&M documentation

Core Competencies

• Attention to detail and accuracy
• Organizational and time management skills
• Strong communication and coordination abilities
• Confidentiality and data management
• Problem-solving and process improvement
• Ability to work under pressure and meet deadlines

Preferred Certifications (Optional)

• Document Control / Records Management Certification
• ISO 9001 Documentation Training
• Knowledge of FM systems and standards