Overview
Document Controller – Emirati Future Leaders Jobs in Abu Dhabi Emirate, United Arab Emirates at Khidmah
Title: Document Controller – Emirati Future Leaders
Company: Khidmah
Location: Abu Dhabi Emirate, United Arab Emirates
Job Purpose
The primary purpose of a Document Controller is to establish and maintain an organized and efficient document management system that ensures the accessibility, accuracy, and security of all organizational or project-related records. By centralizing the storage and retrieval of documents, the Document Controller facilitates seamless communication and information flow across internal teams, external stakeholders, and clients. This role is vital in ensuring that documents comply with company policies, industry standards, and regulatory requirements while maintaining strict version control to avoid discrepancies and ensure only the latest and most accurate information is used.
Additionally, the Document Controller plays a critical role in safeguarding sensitive information by implementing robust confidentiality and security measures. They support operational workflows by providing accurate records for project milestones, audits, and decision-making processes. Through effective management of document lifecycles, including creation, approval, distribution, and archiving, the Document Controller ensures a smooth and transparent system that enhances productivity and reduces operational risks.
Roles, Responsibilities, Duties
Document Management:
Establish and maintain a centralized document control system.
Manage the creation, review, approval, distribution, and archiving of documents.
Ensure proper classification, indexing, and labeling of documents for easy retrieval.
Version Control:
Maintain version control of documents to ensure all stakeholders have access to the latest updates.
Track document revisions and retain a secure record of changes for auditing purposes.
Compliance and Standards:
Ensure all documents comply with internal policies, industry standards, and legal or regulatory requirements.
Conduct regular audits of documentation to confirm adherence to established protocols.
Information Flow:
Facilitate smooth and timely sharing of documents between departments, teams, and external stakeholders.
Act as the central point of contact for document-related queries and issues.
Security and Confidentiality:
Implement and monitor security protocols to protect sensitive or confidential documents.
Assign access permissions to ensure only authorized personnel can view or edit specific files.
Support for Projects and Operations:
Assist project managers and teams by providing accurate documentation at various stages of project execution.
Ensure records are available to support decisions, audits, and project evaluations.
Training and Guidance:
Train team members on document control procedures and the use of document management systems.
Provide ongoing guidance to ensure compliance with document-related processes.
Archiving and Record Retention:
Oversee the archiving of obsolete or completed documents in accordance with company retention policies.
Maintain a well-structured, accessible archive system for future reference.
Reporting and Analysis:
Prepare reports on documentation status, updates, and compliance metrics.
Identify and address inefficiencies or gaps in the document control process.
Coordination with Stakeholders:
Collaborate with project teams, clients, and external contractors to ensure documentation requirements are met.
Act as a liaison for document-related communication among various stakeholders.
Qualification:
A diploma or degree in Engineering
Certification in document management systems (e.g., EDMS) is an advantage.
Experience and skills:
Minimum 5 years of experience in document control within the construction, fit-out, or engineering consultancy sector.
Familiarity with commercial property projects
Experience in Autocad.
