Document Controller

Job Purpose

Document controllers manage the intake, handling, and storage of documentation for organizations. They check documents, scan, and photocopy files, and make sure that organizational documentation is stored safely and securely. They also write reports, archive materials, and ensure seamless document access across departments. Document controllers are responsible for the efficient and accurate preparation and management of documents. They ensure that all documentations set meets formal requirements and standards.

Key Accountabilities

Document Creation and Editing: Document controllers play a pivotal role in creating, updating, and revising documents. This includes ensuring that documents are formatted correctly, comply with organizational standards, and contain accurate information.

Version Control: Keeping track of document versions is essential to prevent confusion and errors. Document controllers maintain a detailed record of document versions, making it easy to identify the most recent and relevant information.

Distribution Management: Ensuring that the right people have access to the right documents is crucial. Document controllers manage the distribution of documents, often utilizing digital tools and access controls to maintain security and privacy.

Archiving and Records Management: Properly archiving and maintaining records, including disposing of obsolete documents as necessary while adhering to legal requirements.

Quality Control: Quality control is a fundamental aspect of document management. Document controllers verify the accuracy and completeness of documents, making sure they align with organizational standards and industry regulations.

Document Retrieval: In a world where time is of the essence, document controllers act as the gatekeepers to essential information. They must quickly retrieve documents when needed, whether it's for internal use or to fulfill external requests.

Compliance and Regulations: Staying compliant with industry regulations and standards is paramount. Document controllers must stay up-to-date with these requirements and ensure that all documents adhere to them.

Training and Guidance: Document controllers may also be responsible for training employees on document management procedures and software. They provide guidance on best practices and help foster a culture of document control within the organization.

Qualifications & Experience

Education

Diploma degree in business administration or equivalent.

Professional Qualifications

A certification in document control or records management is an added advantage.

CompetenciesExperience

At Least 3-6 Years Of Experience Handling Similar Responsibilities.

Languages

Fluent in written and spoken English Language, Analytical Skills, Communication Skills.

Arabic Language is an added advantage.

Competencies (Knowledge, Skills & Abilities)

The candidate should have excellent communication skills, both verbal and written.

He or she should be detail-oriented, organized, and possess a strong ability to manage time effectively.

The candidate should be able to work well under pressure and prioritize tasks effectively.

Other important skills include a good understanding of data management, record-keeping practices, and file organization.

Experience working in document control or record management is also desirable.

He or she must be proficient in various computer programs and software that are essential for managing documents.

The candidate must be able to work with standard office automation tools such as Microsoft Office Suite, Adobe Acrobat, and SharePoint.

Knowledge of ISO9001 standards and other document management systems is an added advantage.

About Application Process If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

Resume/CV

Full time