document management specialist

Ricoh

<div><div>Field Representative I, RIM Records POSITION PROFILE
Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm&rsquo;s records management procedures and guidance, oversees and coordinates daily tasks, workflow, and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure, and storage of active and/or inactive client or firm files. File maintenance includes filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.
JOB DUTIES AND RESPONSIBILITIES
<ul><li>Perform records center operations tasks in accordance with established RIM procedures.
</li><li>Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
</li><li>Receive files for entry into the Records Management System (RMS); review for accuracy and enter data. Sort, classify, and code material for filing, indexing, and shelving.
</li><li>Prepare new files within file classification plans, both physical and electronic.
</li><li>Maintain timely, accurate, and complete filing, interfiling, and indexing as required.
</li><li>Generate labels and barcoding as necessary to track files.
</li><li>Accurately perform interfiling of loose items on a timely basis.
</li><li>Perform assigned tasks that support the organization&rsquo;s legal hold process.
</li><li>Perform database queries and generate activity reports as needed.
</li><li>Retrieve and arrange file deliveries as requested.
</li><li>Access, compile, gather, and issue requested records and information.
</li><li>Receive and process records transferred to inactive storage in accordance with established schedules.
</li><li>Perform assigned tasks supporting the implementation of the organization&rsquo;s approved retention schedule.
</li><li>Scan records as directed, saving images in accordance with ESI policies and procedures.
</li><li>Serve as a key contact with offsite storage vendors.
</li><li>Maintain an accurate check-out system.
</li><li>Maintain confidentiality and privacy of all firm and client files.
</li><li>Maintain an organized Central File Room or backup file areas as directed.
</li><li>Perform backup and disaster recovery processes as directed.
</li><li>Monitor Records Management email and voicemail boxes and respond appropriately to requests and inquiries.
</li><li>Provide exemplary customer service.
</li><li>Handle special projects such as destruction implementation as directed.
</li><li>Provide input to management based on current and projected workload.
</li></ul>KNOWLEDGE OF
<ul><li>RIM, EDRM, and ESI industry best practices.
</li><li>Organizational RIM security requirements, policies, and procedures.
</li><li>Personal computer skills.
</li><li>Microsoft (MS) tools.
</li><li>Legal environment operations.
</li><li>Database usage and report generation.
</li><li>RIM program policies and procedures.
</li><li>Organizational requirements regarding records security, classification, and access.
</li></ul>SKILL SETS REQUIRED TO PERFORM SUCCESSFULLY
<ul><li>Ability to take direction and perform tasks accordingly.
</li><li>Build effective and lasting relationships.
</li><li>Collect metrics and communicate project status.
</li><li>Understand agreements with vendors and service providers; establish effective working relationships.
</li><li>Communicate appropriately both verbally and in writing.
</li><li>Excellent customer service skills.
</li><li>Teamwork and sense of urgency as required.
</li><li>Seek feedback and opportunities to learn new skills.
</li><li>Exercise sound judgment and make well-informed decisions.
</li><li>Ability to learn and operate firm record systems, including Legal Key, Elite, FileSurf, Interwoven, and/or Outlook.
</li><li>Manage physical boxes.
</li><li>Identify conflicting task instructions and notify management.
</li><li>Verify appropriateness of authorization.
</li><li>Provide consistent customer service.
</li></ul>QUALIFICATIONS
(Education, Experience, and Certifications)
<ul><li>One or more years of college with specialized coursework in administrative management and computer technology.
</li><li>Minimum high school diploma or equivalent; BA or AA preferred; special training in Records Management a plus.
</li><li>Experience operating office equipment such as reprographics machines, calculators, and reader/printers.
</li><li>Law firm experience interacting with legal secretaries, paralegals, and attorneys.
</li><li>Strong customer service and communication skills.
</li><li>Good typing skills and basic computer proficiency with strong attention to detail.
</li><li>Records management or filing experience with cataloging systems preferred.
</li><li>Ability to handle special projects assigned by records specialists or managers.
</li><li>Professional appearance and adherence to dress code.
</li><li>Experience in an active records environment preferred.
</li></ul>KNOWLEDGE, SKILLS, AND ABILITIES Language Skills
Ability to read, assess, and interpret general business documents, procedural manuals, and technical documentation. Ability to effectively communicate information and respond to questions from managers, clients, customers, and the general public.
Mathematical Skills
Ability to apply fractions, percentages, ratios, and proportions to practical situations.
Reasoning and Problem-Solving Skills
Ability to define problems, collect data, establish facts, and draw valid conclusions. Uses sound judgment to make defensible decisions and take appropriate action.
Hardware and Software Abilities
Proficiency with Microsoft Office applications (Word, PowerPoint, Access, Excel), Microsoft Project, and email software. Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
Other Abilities
Ability to work effectively in a team environment and maintain positive, productive relationships with clients and co-workers.
WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS
<ul><li>Primarily office-based environment with adequate lighting, ventilation, temperature control, and moderate noise levels.
</li><li>May occasionally work in a warehouse environment.
</li><li>Work assignments are diversified and require the ability to interpret, comprehend, and apply complex material, data, and instructions.
</li><li>Ability to lift records boxes in compliance with labor requirements, typically 35&ndash;50 lbs.
</li><li>Requires walking, standing, bending, reaching, lifting, or carrying objects generally weighing up to 40 lbs.
</li><li>Ability to push, pull, and maneuver carts and trolleys for relocating records cartons.
</li><li>Moderate manual dexterity; regular use of calculator, keyboard, hand tools, and eye/hand coordination.
</li><li>Works closely with internal staff to evaluate, research, and recommend information management solutions.
</li><li>Works closely with vendors, suppliers, and other external resources in system evaluation activities.
</li></ul>The above statements describe the general nature and level of work performed and are not intended to be an exhaustive list of responsibilities, skills, efforts, or working conditions associated with the job.</div></div>

Document Management Specialist

AECOM

<div>Company Description 
Work with Us. Change the World.
At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world&rsquo;s most complex challenges and build legacies for future generations.
There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.
We're one global team driven by our common purpose to deliver a better world. Join us. 
Job Description 
We are seeking a detail-oriented and organized Document Control professional to join our dynamic team in Riyadh, Saudi Arabia. As a Document Control specialist, you will play a critical role in managing the flow of information and ensuring the integrity of project documentation across our organization. This position offers an excellent opportunity to work collaboratively with cross-functional teams, clients, vendors, and stakeholders while driving efficiency and excellence in document management processes.<ul><li>
Facilitate the workflow of information and communication between clients, vendors, subcontractors, and internal staff across various projects</li><li>
Create, implement, and maintain comprehensive Document Management Systems, including library distributions and participant matrices</li><li>
Send, receive, distribute, circulate, track, expedite, and archive all official project documents using SharePoint, Aconex, or other Electronic Document Management Systems (EDMS)</li><li>
Configure and customize SharePoint systems to meet specified project requirements and organizational standards</li><li>
Organize necessary filing and archiving of technical documents in accordance with corporate procedures and project requirements</li><li>
Assist in coordinating documentation processes and creating automated business workflows through SharePoint Online and Power Automate</li><li>
Manage and maintain templates and information on project servers to ensure consistency and accessibility</li><li>
Coordinate RFI (Request for Information), RFR (Request for Review), and inspection activities</li><li>
Develop and conduct internal project and process audits to ensure compliance with document control standards</li><li>
Drive improvements and efficiencies in data management systems and processes through analytical review and innovative solutions</li><li>
Prepare and maintain records management and document retention schedules in compliance with organizational policies</li><li>
Develop and maintain Standard Operating Procedures, guides, and templates for document control functions</li><li>
Track and report on Key Performance Indicators related to document control operations</li><li>
Participate in document control initiatives and data management tasks under the direction of the functional team lead</li><li>
Provide quality assurance measures and support to projects and external stakeholders</li></ul> 

Qualifications 
**Required Qualifications:**<ul><li>
Bachelor's degree (BA/BS) in any discipline plus a minimum of 4 years of relevant document control experience, or demonstrated equivalent experience and/or education</li><li>
Working knowledge of Document Control software and EDMS methodologies</li><li>
Proficiency with SharePoint and Microsoft Office applications</li><li>
Strong organizational skills with exceptional attention to detail and accuracy</li><li>
Professional technical writing skills with ability to communicate clearly in written and verbal formats</li><li>
Ability to effectively communicate with staff at all levels, clients, and external vendors</li><li>
Demonstrated ability to multitask efficiently and work independently with minimal supervision</li><li>
Strong problem-solving skills and ability to work effectively under pressure</li><li>
Ability to anticipate project needs and take initiative in resolving challenges</li></ul>
**Preferred Qualifications:**<ul><li>
Experience with technical Document Control Management software such as Oracle Aconex, Unifier, ProjectWise, BIM 360/ACC, or similar EDMS platforms</li><li>
Experience with MS Power Platform, including PowerAutomate, PowerApps, and PowerBI</li><li>
Experience managing within a Document Control team environment</li><li>
Background in Engineering, Construction, or Owner environments</li><li>
Experience with SharePoint Online and Power Automate workflow automation</li><li>
Knowledge of record management and document retention scheduling practices</li><li>
Experience coordinating RFI, RFR, and inspection activities</li><li>
Internal auditor training or certification</li><li>
Experience developing corporate standards and procedures</li><li>
Familiarity with ISO 9001 audit processes and requirements</li><li>
Proven track record of driving process improvements and operational efficiencies</li></ul> 

Additional Information<div></div> 
About AECOM
AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&amp;D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.
AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients&rsquo; complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle &ndash; from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com.
What makes AECOM a great place to work
You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you&rsquo;ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you&rsquo;ve always envisioned. Here, you&rsquo;ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity.
As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.</div>

Document Control

Dar Al Riyadh

<div>The Document Controller will manage and oversee documents for the NHC project, ensuring accuracy, quality, and integrity. The role involves handling all aspects of document control, including document management systems, filing, distribution, and retrieval. The Document Controller will support project teams and ensure that all documentation is compliant with regulatory standards and project requirements. 
Responsibilities :
<ul><li>Manage the flow of documentation within the organization and between project teams, subcontractors, and stakeholders.
</li><li>Ensure all documents are properly archived and retrievable.
</li><li>Review documents for accuracy and completeness.
</li><li>Ensure documents comply with company and regulatory standards.
</li><li>Track document review and approval processes.
</li><li>Maintain a register of all incoming and outgoing documents.
</li><li>Assist in the development and implementation of document control procedures and systems.
</li><li>Ensure confidentiality and security of documents.
</li><li>Comply with legal and regulatory requirements regarding document management.
</li></ul>Minimum Requirements:
<ul><li>Bachelor&rsquo;s degree in business administration, Information Management, or related field.
</li><li>Minimum of 5 years of experience in document control within a project management or construction.
</li><li>Proficient in document management software (e.g., Aconex, SharePoint, EDMS).
</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
</li><li>Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels of the organization.</li></ul></div>

Document Controller

QD-SBG

Job Summary:The Document Controller is responsible for managing, monitoring, and maintaining all project-related documentation in line with company policies, regulatory requirements, and project specifications. The role ensures document accuracy, traceability, and adherence to internal and external standards within construction and infrastructure projects.Key Responsibilities:<ul><li>Establish and maintain a centralized document management system for all regulatory, contractual, and project-related records.</li><li>Ensure all documents are properly classified, stored, archived, and accessible to authorized personnel.</li><li>Manage the submission, tracking, and retrieval of project documentation, including approvals, permits, certifications, audit records, and statutory documents.</li><li>Monitor document revisions and maintain version control to ensure only the latest approved documents are in circulation.</li><li>Maintain accurate records of document transmittals, submissions, and approvals with clients, consultants, subcontractors, and regulatory authorities.</li><li>Support internal and external audits by preparing and organizing required documentation.</li><li>Coordinate with project, quality, procurement, and HSE teams to ensure documentation meets contractual and regulatory requirements.</li><li>Generate periodic reports highlighting document status, pending approvals, and key documentation updates.</li><li>Ensure adherence to company document control procedures and regulatory standards.</li></ul>Experience &amp; Preferred Qualifications:<ul><li>Bachelor&rsquo;s degree in Business Administration, Engineering, Construction Management, or a related field, or equivalent work experience.</li><li>Minimum 3&ndash;5 years of experience in document control within construction, infrastructure, or engineering projects.</li><li>Strong understanding of construction documentation processes and quality management systems.</li><li>Proficiency in Microsoft Excel and document control software such as Aconex or similar EDMS platforms.</li><li>Excellent organizational skills, attention to detail, and effective communication abilities.</li><li>Experience supporting audits and regulatory submissions is highly desirable.</li></ul>Job Types: Full-time, Permanent

KBR, Inc.

<div>
 
 Title
 
 
 
 Document Controller
 
 
 KBR&rsquo;s Sustainable Technology Solutions (STS) group is looking for a Document Controller to support of the multi-year general maintenance services contract covering Petro Rabigh Polymer I and Polymer II plants at Rabigh in the Kingdom of Saudi Arabia.
 
 
 The Document Controller will work with the project to develop &amp; implement a comprehensive document control system. This role will ensure adherence to company standards and processes, and interface with Maintenance, Operations, Engineering and other key stakeholders.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Ensure project documents comply with procedural requirements before processing into the document control system
 </li>
 <li>
 Manage project documents &amp; vendor data, maintaining registers to indicate current status via the document control system
 </li>
 <li>
 Monitor progress of deliverables in accordance with project specific milestones
 </li>
 <li>
 Ensure all documents are filed correctly
 </li>
 <li>
 Record issues &amp; track the location of control documents
 </li>
 <li>
 Maintain the integrity of the document control system
 </li>
 <li>
 Manage documents and user support including document capture, quality assessment, rejection as applicable, numbering, updating, review routing, distribution to ensure that documents adhere to the documentation requirements (name, revisions, review &amp; approved, etc.)
 </li>
 <li>
 Process all requests accurately and timely
 </li>
 <li>
 All other duties as assigned
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Bachelor's degree in related field or equivalent work experience
 </li>
 <li>
 2 + years of experience as a Document Controller
 </li>
 <li>
 Proven ability in document control entry &amp; procedures on engineering projects
 </li>
 <li>
 Proficiency with electronic document management systems and the required processes
 </li>
 <li>
 Ability to effectively communicate at all levels within a project
 </li>
 <li>
 Solid understanding of document control practices &amp; management
 </li>
 <li>
 Fluent in writing and reading English
 </li>
 <li>
 Experience in the Polymer project experience a plus
 
 
 </li>
 </ul>
 
 Belong. Connect. Grow. with KBR!
 
 
 
 
 R2120002
 
</div>

DocumentControllers.com

Document ControllerLocation: RemoteJob Type: Full-timeCompany: Documentcontrollers.comJob SummaryWe are seeking a detail-oriented and organized Document Controller to manage, track, and maintain company documentation. The ideal candidate will ensure all documents are properly filed, updated, and accessible while maintaining confidentiality and compliance with company standards.---Key Responsibilities* Manage and maintain document control systems and procedures* Organize, file, and archive physical and electronic documents* Ensure all documents are accurate, up-to-date, and easily accessible* Distribute documents to relevant departments and stakeholders* Monitor document revisions and maintain version control* Coordinate with project managers, engineers, and other departments* Ensure compliance with company policies and industry regulations* Assist in preparing reports and documentation for audits---Requirements* Proven experience as a Document Controller or similar administrative role* Strong knowledge of document management systems* Proficiency in MS Office (Word, Excel, Outlook)* Excellent organizational and time-management skills* Strong attention to detail* Ability to maintain confidentiality* Associate or Bachelor&rsquo;s degree preferred---Preferred Qualifications* Experience in construction, engineering, or manufacturing industry* Familiarity with ISO standards* Experience with document control software (e.g., Aconex, Procore, SharePoint)---Benefits* Competitive salary* Health insurance* Paid time off* Career growth opportunities---**How to Apply:**Interested candidates should submit their resume through Indeed or email it to [info@documentcontrollers.com]Job Types: Full-time, Part-time, Permanent, Temporary, Contract, Internship, New grad

Omada Rail Systems

<div><ul><li>Permanent Contract
</li></ul><ul><li>Director
</li></ul><ul><li>Dubai
</li></ul><ul><li>Technical Engineering</li></ul></div>
 <div>About Us 
Egis is an international player active in architecture, consulting, construction engineering and mobility services. We create and operate intelligent infrastructures and buildings that respond to the climate emergency and contribute to more balanced, sustainable and resilient territorial development. Operating in 100 countries, Egis puts the expertise of its 19,500 employees at the service of its clients and develops cutting-edge innovations accessible to all projects. Through its wide range of activities, Egis is a key player in the collective organization of society and the living environment of citizens all over the world.
With 3,500 employees across 8 countries in the Middle East, Egis has delivered over 700 complex development projects, stimulating economic growth and enhancing quality of life. Ranked among the top ten firms in the Middle East by Engineering News Record (ENR), Egis is committed to sustainable development. The Group&rsquo;s operations in the Middle East are built on strategic acquisitions and a deep understanding of local market conditions. Egis&rsquo; long history of providing comprehensive engineering, consulting, and project management services makes it a trusted partner for regional governments, investors, and developers. 
About the Role 
We are seeking a detail-oriented and organized Graduate Document Controller to join our team in Dubai, United Arab Emirates. This is an excellent opportunity for a UAE National graduate to launch a career in document management and control within a dynamic corporate environment. In this role, you will be responsible for maintaining, organizing, and controlling critical business documents while ensuring compliance with organizational standards and procedures. You will play a key role in supporting our operations by ensuring all documentation is accurate, accessible, and properly archived.<ul><li>
Receive, log, and organize incoming documents using established filing systems and document management protocols</li><li>
Maintain accurate records of all documents, including version control and distribution tracking</li><li>
Ensure proper storage and retrieval of documents in both physical and digital formats</li><li>
Monitor document expiration dates and coordinate timely renewal or archival processes</li><li>
Prepare and maintain document indexes and databases for easy accessibility</li><li>
Perform quality checks on documents to verify completeness and accuracy before filing</li><li>
Support document distribution to relevant departments and stakeholders as required</li><li>
Assist in implementing and maintaining document control procedures and best practices</li><li>
Collaborate with team members to ensure consistent adherence to documentation standards</li><li>
Generate reports on document status and control metrics as needed</li><li>
Maintain confidentiality and security of sensitive documents in accordance with organizational policies</li></ul> 
What do we need from you 
<ul><li>
Strong organizational and time management skills</li><li>
Exceptional attention to detail and accuracy</li><li>
Proficiency in Microsoft Office applications (Word, Excel, Outlook)</li><li>
Excellent written and verbal communication skills</li><li>
Ability to manage multiple tasks efficiently and meet deadlines</li><li>
Knowledge of basic filing systems and document management principles</li><li>
Familiarity with digital document management systems (preferred)</li><li>
Understanding of document control standards and compliance requirements (preferred)</li><li>
Ability to work independently and as part of a team</li><li>
Professional demeanor and commitment to maintaining document confidentiality</li><li>
UAE National status (required)</li></ul></div>

Graduate Document Controller (UAE National)

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