Document Controller

4 weeks ago

Khobar, Eastern Province, Saudi Arabia Khatib & Alami Full time
Job Summary
  • The Document Controller establishes master filing systems, including copies of all drawing issues on design projects in Design Centers.
  • He ensures the implementation of archiving policies, procedures, and standards in the recording of all issued documents and drawings.
Organize and Archive Documents
  • Most Document Controllers will perform some type of document storage duties.
  • This may involve scanning documents, copying documents, physically or electronically filing documents, organizing documents and ensuring documents are saved and safeguarded from theft or destruction.
  • It also usually requires Document Controllers to adhere to a retention schedule, meaning they must know the proper ways and times to destroy old documents.
Fulfill Document Retrieval Requests
  • Document Controllers also handle the retrieval of documents either as directed by employees or clients.
  • There may be a records request system in place in which the Document Controller receives requests, logs the requests in a database system and then provides the requested materials or it may be more informal.
  • However the system is set up, Document Controllers must be able to quickly and efficiently retrieve documents and data when needed.
Maintain Documents
  • Document Controllers often must edit or review documents. This is especially true when working in specialized areas like a bank's loan department, in a medical facility or an organization's contract division. If a Document Controller has an area of expertise, they will most likely use that experience to perform document control.
  • They may do as little as check for signatures and dates or as much as drafting and editing sentences.
Train Employees
  • Document Controllers may also be tasked with training employees in the proper way to create or fill out company documents.
  • In large organizations, they may oversee a staff of document specialists and be responsible for training them on the documents and systems in place.
  • They may also assist clients with filling out the proper paperwork and with the filing process of the documents.
Key Responsibilities
  • Provide document control and organize a comprehensive filing system for
  • All received and outgoing correspondence on design projects in accordance with corporate policies and procedures
  • Maintain a record of submittals to the client and record the date of responses to the client
  • Maintain a list of unanswered items of correspondence and circulate the list at regular intervals for reference
  • Maintain a register of design manuals, vendor manuals, and design drawings
  • Maintain copies of all programs submitted during the project and file copies of the client's drawings showing the progress of the works during the various stages of the design
  • Maintain a register of all design drawings submitted by the client and update the status of review/approval of design drawings
  • Record receipt of drawing revisions and distribute to the appropriate people
  • Ensure that the most current version of drawing documents is being used
  • Assist other members in the design team to set-up and maintain filing systems in an organized manner
  • Ensure that back-up copies of the files are made on a regular basis in accordance with the corporate policies and procedures
RequirementsQualifications
  • High School Diploma
  • Bachelor degree in Business Administration is preferred
Skills
  • Working knowledge of Microsoft Word, PowerPoint and Excel
  • Good secretarial skills and organizational abilities
  • Ability to communicate effectively both internally and externally
  • Good planning, organization and presentation capability
  • Strong attention to details
  • Proficiency in spoken and written Arabic & English
  • Previous Saudi Aramco experience is an advantage
Experience Required to Execute this Role
  • 15+ years of experience in the graphic design field in a top tier regional/multinational company or graphic design firm

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