Document Controller (Corporate)

About the Role

Major Developments seeks a meticulous and organized Document Management Officer to oversee the company’s corporate documentation and records system. The position involves implementing and maintaining a streamlined document management framework that spans multiple departments such as HR, Finance, Marketing, Legal, Contracts & Agreements, Operations, and Administration. Note that this is a corporate document management role, distinct from construction or project document control functions.

Key Responsibilities

• Oversee and administer the centralized document management system of the company.
• Classify, organize, and preserve documents for various departments.
• Implement and maintain proper filing structures for both physical and digital records.
• Ensure documents are correctly named, indexed, categorized, and readily accessible.
• Control document versions and guarantee staff access to the latest approved files.
• Manage contracts, agreements, policies, reports, forms, and a variety of corporate records.
• Collaborate with HR to maintain employee records and HR-related documentation.
• Handle the organization of Finance department records including invoices and financial documentation.
• Maintain Marketing collateral like presentations, company profiles, and brochures.
• Manage legal documents such as agreements, licenses, and compliance files.
• Monitor document expiry, renewal schedules, and updates requirements.
• Coordinate document collection, updates, and archiving across departments.
• Secure confidential and sensitive materials with proper access controls.
• Implement document retention and archiving protocols.
• Ensure backup and preservation of essential company records.
• Swiftly retrieve documents upon management or departmental requests.
• Assist in formulating and rolling out company-wide document management standards and procedures.
• Periodically audit documents to find outdated, duplicated, or missing files.
• Maintain a comprehensive document register and generate status reports as needed.
• Ensure compliance with company policies and applicable standards for document handling.

Qualifications and Experience

• A bachelor’s degree or diploma in Business Administration, Management, Information or Records Management, or a related discipline.
• Between 2 to 5 years’ proven experience in document or records management, corporate administration, or analogous roles.
• Preferred background in managing documentation for multiple corporate divisions.
• In-depth familiarity with both digital and physical document filing systems.
• Experience using document management systems, cloud-based storage, or electronic filing solutions.
• Excellent organizational skills with strong attention to detail.
• Effective written and verbal communication abilities.
• Demonstrated capacity to keep sensitive information confidential.
• Proficient with Microsoft Office, Google Workspace, and document management software.
• Capability to work autonomously while effectively interfacing with various departments.
• Experience working in the UAE market is advantageous.

Important Note

This position primarily focuses on corporate-wide document management. Candidates whose experience is strictly related to construction or project document control may not be an ideal fit.