Senior Document Controller

Job Summary

Supervises a team in maintaining and organizing important documents either for a particular project, department or whole organization and assure accessibility by imposing a systematic filing process while ensuring confidentiality of all corporate communications and documents. 

Job Accountabilities

Principal Accountabilities

• Coordinates all activities related to the Document Control procedure.
• Maintains the documents and drawings in the Document Control office under safe.
• Receives all type of contract documents, correspondence, tender, legal and same to shall circulated to concerns recipients and departments.
• Inputs document data into the standard registers ensuring that the information is accurate and up to date.
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Roles & Responsibilities

1. Classifies, analyzes and screens all documents received to ensure compliance with the Quality Management system.

• Ensures that documents are checked, validated and properly stamped and signed with date. This has to be done on every document on daily basis.

2. Screens all documents to be sent or transmitted to ensure compliance with the Quality Management system.

• Ensures that documents and reference numbers are checked and validated for any typographical errors before being sent or transmitted. This has to be done on every document on daily basis

3. Registers documents received and distributed to ensure effective tracking of document movement within and outside the organization.

• Ensures to properly record/ log all types of documents due for filing and distribution on daily basis.
• Ensures that all document logs are current and up-to-date on daily basis.

4. Coordinates with the proper channel to expedite the flow of documents required to finish a task.

• Distributes the documents to the right personnel or departments on daily basis.
• Ensures to get acknowledgements for very important documents delivered on daily basis.

5. Organizes/ files hardcopies and maintain electronic libraries with the latest revisions/ versions to ensure availability and easy access of updated documents when needed.

• Ensures to use the company’s filing index system for easy identification of documents and implement such on daily basis.
• Ensures that hard and softcopies of documents are filed in the proper location and are readily accessible.

6. Ensures confidentiality of information to guarantee organizational privacy.

• Ensures confidentiality of all operational communication/documents to prevent misuse of pertinent information by any entities.
• Ensures that only authorized persons will have access to any documents that are highly sensitive and confidential.

7. Provides assistance, support and knowledge in the completion of documentation requests and queries for greatly improved and proper execution.

• Submits proposals for process improvement on a quarterly basis to assist chief document controller in designing process improvement plans.

8. Provides weekly/ monthly reports on the document status for the organizational assessment.

• Ensures weekly, monthly, quarterly and annual reports are generated to update management and other stake holders on existing documents.

Job Knowledge & Skills

• Knowledge in ISO documentation standards
• Knowledge in use of spreadsheets, database, word processing and selected job specific software
• Knowledge of records management principles and procedures including record keeping and filing principles and practices
• Good working knowledge of English, both written and verbal
• Knowledge of Office machines and other related equipment
• Computer literacy and experience of using a range of Microsoft Office software

Job Experience

Total   6 year(s) On Job     2 year(s) GCC    2 year(s)

Competencies

Displays Customer Centricity C1

Strives for Innovation C1

Demonstrates Accountability C1

Communicates and Collaborates C1

Skilled To Operate At Advance Levels Multi Edms, Microsoft Office Software and Basic Cad L1

Skilled To Present Adequate Information About Projects Status By Preparing Clear Reports Using Features Such As Tables, Graphics, Pictures L1

Theorical Knowledge About Document Control, Document Numbering and Revision Control. Basic Knowledge About Iso 9001 Standards and Skilled To Be Presentable As An Auditee During Audit. L1

Team Leader Skills To Control Large Scale Of Document Controller Team By Assigning Tasks As Per Their Kpis L1

Skilled To Design Hard Copies, Soft Copies Filing / Folder Structures By Maintaining Confidentiality Of Documents And Easy Access To All Concerns. L1

Basic Knowledge About Engineering Disciplines and Activities Used In Project Documentation. Understanding The Impact Of All Kind Of Project Documentations And Their Lifecycles. L1

Education

Diploma in any related field