Document Controller

Job description

Job Title: Document Controller Location: Medina, Sidra Job Purpose: • Responsible for the Document Control System and/or Document Management System • Archiving all documents received by management and getting update/confirmation of shareholders in their documents (Commercial Registry, COA, Bylaws, Shareholding Structure/UBO). Key Responsibilities: Administrative Description • Use EDMS (Electronic Document Management System) as per company requirements and as instructed by the line manager. • Provide assistance to the company’s legal team. • Record all incoming and outgoing letters, drawings, technical submissions etc. of documents in Arabic or English and/or in both languages and the other language • Maintain a record of all incoming and outgoing mail, stamping and registering mail before it is circulated for distribution/circulation • Responsible for controlling/tracking/issuing complete documents such as incoming and outgoing correspondence, board of directors resolutions, shareholders’ resolutions, chairman’s decisions, constitutional documents, licenses and permits, agreements, letters, and other forms of relevant documents whether received from other departments, project companies and other stakeholders. Technical and assist in coordinating and monitoring management activities to facilitate and expedite workflow • Set up/assist filing system for document control • Maintain all files within the filing department • Maintain all tracking records and ensure they are initialed when taking a file from the file room • Follow up with each individual to return files • Maintain all tender documents and ensure that originals are not taken from the file room • Maintain all files in tidy condition • Regularly collect fax, record and send for distribution to concerned individuals, photocopy fax if marked for urgent attention of someone and send accordingly with copy to Project Manager/Line Manager • Implement and maintain a coordinated and consistent filing system; Ensure all files are up to date and in accordance with QSE procedures • Coordinate between other teams, team members, third party consultants and contractors, etc. to facilitate document workflow and ensure document case closure. • Follow up with team members and others to close “open” case items. • Maintain project documentation in accordance with ISO standards. • Electronic transfer of documents • Entering data into the database related to receiving and tracking documents. • Coordinate with relevant team members, confidentiality staff and other staff to ensure authenticity of records. • Archive contract/project documents and keep the archive department up to date • Successful closeout and delivery of documentation as required by line manager policies, processes, systems and procedures • Adhere to all relevant organizational and departmental policies, processes, standard operating procedures and instructions so that work is carried out to required standards and in a consistent manner. Continuous Improvement • Contribute to the identification and implementation of change initiatives, programs and projects in line with organization standards. Related Assignments • Perform other related duties or assignments as directed. A Qualifications, Experience and Skills: Minimum

Requirements

• Minimum 2 years of experience as a document controller
• Bachelor's degree skills
• Excellent report writing and communication skills in English
• User of MS Office, Primavera and other software Competencies
• Ensures accountability
• cooperation
• achieving results
• Agility champions
• Embraces innovation
• Shows integrity and respect

Skills