Document Controller

4 days ago

Jeddah, Makkah Province, Saudi Arabia IFAS Full time

Job Title: Document Controller

Job Overview:

We are looking for an organized and detail-oriented Document Controller to manage and maintain the documentation process within our organization. The ideal candidate will be responsible for organizing, storing, and managing all company documents in a structured and accessible manner. This role requires excellent attention to detail, strong organizational skills, and a good understanding of document management software and systems.

Responsibilities:

  • Document Management: Maintain, organize, and catalog all company documents, ensuring they are easy to access, track, and retrieve when needed.
  • Version Control: Ensure that all documents are up-to-date and track changes to documents, including version control, to avoid duplication or loss of critical information.
  • Document Archiving: Implement efficient document storage and archiving procedures, both digital and physical, to comply with company and regulatory standards.
  • Ensure Compliance: Ensure that all documents comply with internal policies and regulatory requirements regarding document retention and access.
  • Review and Approve Documents: Check that all documents, reports, and records are properly formatted, signed, and authorized before filing.
  • Access Control: Manage access to sensitive or confidential documents and ensure that only authorized personnel can view or alter these records.
  • Coordination and Communication: Work closely with various departments to ensure timely and accurate submission and processing of documents, and provide support when needed.
  • Audit Support: Assist with internal and external audits by providing required documentation in a timely manner and ensuring the integrity of records.
  • Document Retrieval: Respond promptly to requests for documents or information from staff or external parties, providing accurate and complete information.
  • Data Entry and Reporting: Regularly update document management systems with new or revised documents and provide reports on document status, volume, and compliance.
  • Continuous Improvement: Recommend and implement improvements to the document control processes and systems to increase efficiency and accuracy.

Qualifications:

  • Experience: Proven experience in document control, administrative support, or a related field.
  • Organization: Strong organizational skills with the ability to manage and prioritize multiple tasks effectively.
  • Attention to Detail: High level of accuracy and attention to detail in organizing and managing documents.
  • Technical Skills: Proficiency with document management software and Microsoft Office Suite (Word, Excel, PowerPoint).
  • Communication Skills: Excellent written and verbal communication skills to collaborate with team members and departments.
  • Confidentiality: Ability to handle confidential information with discretion and professionalism.
  • Problem-Solving: Ability to identify issues in document management systems and implement solutions.
  • Time Management: Ability to work under pressure and meet deadlines in a fast-paced environment.
  • Knowledge of Standards: Familiarity with industry standards and best practices for document control and record-keeping is a plus.

Preferred Skills:

  • Experience with specific document control software (e.g., SharePoint, Procore, Aconex).
  • Certification in Document Control or Records Management (e.g., CDIA+).
  • Knowledge of regulatory requirements related to document retention (e.g., ISO, HIPAA).

Benefits:

  • Competitive salary.
  • Health and dental benefits (if applicable).
  • Paid time off and holidays.
  • Opportunities for career advancement and training.
  • Supportive and collaborative work environment.
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