Secretary & Document Controller

Document Controller

Location:

KSA, Al Qassim, Qudra

Job Summary

Responsible for maintaining the Document Control and/or Document Management System, ensuring proper registration, tracking, filing, distribution, and archiving of documents.

Maintain accurate and up-to-date records of documents received by the department and coordinate with relevant stakeholders to obtain required updates and confirmations.

Roles & Responsibilities

• Use the Electronic Document Management System (EDMS) in accordance with company requirements and line manager instructions.
• Provide document control and administrative support to the relevant team.
• Register and maintain records of all incoming and outgoing correspondence, letters, Minutes of Meetings (MoMs), drawings, technical submittals, and other documents in Arabic and/or English.
• Maintain a register of incoming and outgoing mail, including stamping, recording, distribution, and circulation.
• Control, track, and issue documentation including correspondence, Minutes of Meetings, resolutions, constitutional documents, licenses and permits, agreements, letters, and other relevant documents received from departments, project companies, and stakeholders.
• Receive, log, and distribute documents and support the coordination and monitoring of administrative activities to facilitate efficient workflow.
• Establish and maintain the document control filing system in accordance with company Standard Operating Procedures.
• Maintain files and tracking records and ensure proper control when documents or files are taken from the filing system.
• Follow up with relevant individuals to ensure files and outstanding documents are returned or closed in a timely manner.
• Maintain tender documents and ensure original documents are appropriately controlled.
• Ensure all physical and electronic files are properly organized and maintained.
• Collect, record, and distribute incoming communications to the relevant individuals as required.
• Implement and maintain a coordinated and consistent filing system, ensuring all records are up to date and maintained in accordance with QSE procedures.
• Coordinate with internal teams, team members, third-party consultants, contractors, and other stakeholders to facilitate document workflows and ensure document statuses are properly closed.
• Follow up on open document-control items with relevant stakeholders until closure.
• Maintain project documentation in accordance with applicable ISO standards.
• Manage the electronic transmission of documents.
• Perform data entry and maintain databases related to document receipt, distribution, and tracking.
• Coordinate with team members, secretaries, and other staff to ensure the accuracy and completeness of records.
• Archive contract and project documentation and ensure archive records remain up to date.
• Support the successful closeout and handover of documentation as required by the line manager.
• Ensure regular periodic electronic backups of project documents.
• Adhere to all relevant organizational and departmental policies, processes, Standard Operating Procedures, and instructions.
• Contribute to continuous improvement initiatives, programs, and projects in line with organizational standards.
• Perform other related duties or assignments as directed.
  
  

Job Specifications

Educational

Desired

• Undergraduate Degree.
  
  

Minimum Experience (Type And Duration)

Minimum

• Minimum 2 years of experience as a Document Controller.
• Experience working with Document Control Systems / Electronic Document Management Systems (EDMS).
  
  

Required Skills

• Knowledge and experience in Document Control and Document Management Systems.
• Excellent report-writing skills.
• Excellent communication skills in English.
• Proficiency in MS Office.
• Knowledge of Primavera and other relevant software.
• Good document filing, tracking, archiving, and record-management skills.
• Ability to coordinate effectively with internal teams and external stakeholders.
  
  

Core Competencies

• Ensures Accountability.
• Collaborates.
• Drives Results.
• Champions Agility.
• Embraces Innovation.
• Demonstrates Integrity and Respect.
  
  

Work Condition

• Ability to manage multiple documents, requests, and priorities while maintaining accuracy and ensuring timely completion of document-control activities