Document Control Specialist

4 days ago

Jeddah, Makkah Province, Saudi Arabia SAL Saudi Logistics Services Full time

JOB PURPOSE

The Specialist, HSE Document Control is responsible for managing and maintaining HSE documentation, ensuring compliance with regulatory standards, audit readiness, and secure document control practices. This role oversees version control, accessibility, and integrity of records while also supporting HSE project coordination, tracking, and reporting to ensure timely execution and alignment with organizational objectives.

KEY ACCOUNTABILITIES

HSE Document Management & Compliance

  1. Develop, implement, and maintain document control procedures for HSE records, ensuring compliance with GACARs, ISO 45001, ISO 14001, IATA, and NCOSH.
  2. Ensure that HSE policies, procedures, manuals, and forms are systematically reviewed, updated, and properly archived.

Regulatory & Audit Readiness

  1. Ensure all HSE documentation is audit-ready for internal and external regulatory and third-party inspections.
  2. Maintain compliance logs, audit reports, and certification records to track compliance progress.

Data Integrity & Version Control

  1. Maintain a centralized digital document control system to ensure accurate record-keeping, document retrieval, and version control.
  2. Ensure that only the latest approved versions of HSE policies, procedures, and training materials are accessible to personnel.
  3. Implement document access controls and cybersecurity measures to safeguard sensitive information.

HSE Reporting & Records Management

  1. Support the HSE team in generating reports, data analysis, and performance tracking based on documented records.
  2. Ensure all incident reports, risk assessments, safety audits, and environmental compliance records are properly recorded and stored.
  3. Leverage document intelligence tools to monitor trends and identify process inefficiencies.

Training & Awareness on Document Control

  1. Train and support HSE staff on document control procedures, records retention policies, and compliance tracking.
  2. Ensure accessibility and usability of HSE documentation for employees at all levels.

Stakeholder & Regulatory Coordination

  1. Serve as the primary liaison for document control inquiries from regulatory authorities, auditors, and internal stakeholders.
  2. Stay updated on document control best practices, regulatory requirements, and industry standards to enhance SAL's HSE documentation processes.

HSE Project Coordination & Monitoring

  1. Serve as an internal project coordinator, overseeing the planning, tracking, and execution of HSE departmental projects to ensure timely completion and strategic alignment.
  2. In collaboration with the Specialist HSE Intelligence, develop project tracking mechanisms, dashboards, and status reports to support project leads in meeting deadlines, compliance requirements, and performance benchmarks.
  3. Work closely with project owners to identify bottlenecks, track key milestones, and provide real-time updates to HSE leadership.
  4. Ensure all HSE projects are documented, standardized, and aligned with compliance frameworks.

QUALIFICATIONS AND EXPERIENCE

  1. Bachelor's degree in business administration, Quality Management, Occupational Health & Safety, Environmental Science, or a related field.
  2. Certifications in ISO 45001, ISO 14001, Document Control Systems, or equivalent preferred.
  3. Certifications in PMP, Prince2, or Lean Six Sigma, or equivalent preferred.
  4. Strong proficiency in Microsoft Office, document management systems, and database software.
  5. Minimum 3-5 years of experience in HSE document control, compliance management, or quality assurance.
  6. Proficiency in project coordination, including tracking, monitoring, and reporting initiatives to ensure alignment with timelines and compliance frameworks.
  7. Prior experience managing HSE records, audit documentation, and regulatory submissions.
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