Document Controller

Roles and responsibilities

• To supervise all site activities & monitoring of all workers functioning at the projects. Obtaining Material approval, drawing approval & site inspection approvals, Collection of Payments from the respective clients based on progress & Final Handing over / Job close out.
• Update the Logs (Incoming & Outgoing Documents like Letter, MIR, RFI, Material Submittal, Method Statement and IFC, Shop and Coordination Drawings)
• Documents (RFI, MIR, Material Submittal, Method Statement and Shop Drawings) Submission to Main Contractor for Approval.
• Time Sheet Submission for More than 100 Nos. of Site Labors and Staffs for Payroll Process.
• Convert the documents to PDF and Edit and Combine the PDF documents by Adobe Acrobat DC Pro.
• Maintain the Staff Record (Staff No, Name, Designation, Mobile No, Passport & Visa Details) and Coordinate with HR.
• Maintaining Materials Stock Report by Weekly and Monthly.
• IT Support to the Site Staffs with More than 20 Nos. of PC and Printer.
• Maintaining the IT Asset Record and Coordinate with IT Engineer from IT Desk
• Operating System Installation.
• Troubleshooting the issues of Hardware and Operating System. (added advantage)
• Installation and Troubleshooting the Outlook mails. (added advantage)
• Configure and troubleshooting the Wi-Fi Network. (added advantage)
• Handing the ITSM application with Incident management and Service request.
• Configure and troubleshooting the local and Network printer.
• Configure the folder and file sharing to users with highly access security when required.
• Installing and Troubleshooting the Scanner.
• Plant and Equipment booking application at project site
• Permit preparation and submission and renewal
  

Requirements

• Bachelor degree in any discipline.
• 4 to 5 years experience.
• Good computer background
• Excellent in English Language, Arabic would be an advantage
• Ability to work under pressure
  

Benefits

• Free Medical Insurance
• Paid Annual Leave
• Air Ticket every two years

Desired candidate profile

• Document Management:

  • Storage and Organization: Creating and maintaining a systematic and efficient filing system for both physical and digital documents.
  • Document Indexing: Ensuring that all documents are properly indexed, categorized, and searchable for easy access.
  • Version Control: Managing different versions of documents to ensure that the most up-to-date versions are used and that older versions are archived properly.
  • Document Retrieval: Ensuring that documents can be easily retrieved by authorized personnel when needed.

• Document Distribution:

  • Internal and External Distribution: Ensuring that documents are appropriately shared with internal teams, stakeholders, clients, or suppliers.
  • Ensuring Compliance: Verifying that documents are distributed in compliance with legal and regulatory requirements.
  • Tracking and Monitoring: Keeping track of document distribution and ensuring the correct version is being used by recipients.

• Document Creation and Control:

  • Document Preparation: Preparing and formatting documents such as contracts, reports, manuals, and project documentation according to company standards.
  • Standardization: Ensuring that documents adhere to company templates, branding, and regulatory requirements.
  • Approval and Review: Ensuring that documents go through the necessary review, approval, and sign-off processes before being finalized or distributed.

• Archiving and Retrieval:

  • Archiving: Ensuring that completed or outdated documents are securely archived in accordance with company retention policies.
  • Record Keeping: Keeping a record of all documents for audit purposes and ensuring that they are stored in an accessible manner.
  • Document Disposal: Managing the secure destruction or deletion of documents that are no longer needed.

• Quality Control:

  • Ensuring Accuracy: Reviewing documents to ensure they are complete, accurate, and compliant with the company's standards.
  • Audit and Compliance: Participating in audits to ensure that document control practices comply with internal standards and external regulatory requirements (e.g., ISO, legal, or industry standards).