Senior Document Controller

Roles and responsibilities

• Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
• Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications.
• Scans documents for electronic storage.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. Expedites review, signature approval, and release of supplier and internally produced documents.
• May perform some clerical duties such as light typing, filing, answering phones, messenger service, etc.
• Assists junior document control staff to ensure effective implementation of project-specific procedures.
• Performs other duties commensurate with functional level and responsibilities.
• Contributes as a team player who is deadline driven and works well with others.
• Performs other responsibilities associated with this position as may be appropriate.
  
  

What Required Skills You'll Bring

• High school diploma (or equivalent).
• Preferably 3 years of relevant work experience, including 2+ years of prior document control experience.
• Fresh graduates are also welcome to apply.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
• Assignments will require a working knowledge of Electronic Document Management Systems.
• Good written and oral communication, organizational, and interpersonal skills, as well as a demonstrated ability to interact effectively with project personnel and management.
• Must be UAE national.

Desired candidate profile

• Attention to Detail: Precision is critical for reviewing and managing documents to avoid errors and ensure compliance.

• Organizational Skills: The ability to categorize, store, and retrieve documents efficiently is vital for maintaining order in document management.

• Familiarity with Document Management Systems: Proficiency in software like SharePoint, DocuWare, or other content management systems is essential for tracking and managing documents.

• File Management: Understanding of filing systems, both physical and digital, to ensure documents are easy to access and secure.

• Communication Skills: Strong written and verbal communication skills are important for collaborating with team members and stakeholders.

• Time Management: The ability to prioritize tasks and meet deadlines, especially when managing multiple documents or projects.

• Problem-Solving Skills: Identifying issues in document workflows and implementing solutions to improve efficiency.

• Knowledge of Compliance and Regulations: Understanding industry-specific regulations related to document management, such as ISO standards.

• Technical Proficiency: Basic skills in software applications (like Microsoft Office) and familiarity with data entry and digital tools.

• Team Collaboration: The ability to work effectively with different teams and departments to ensure document accuracy and accessibility.