Document Controller

Overview

We seek an experienced Document Controller to oversee the entire document management lifecycle across multiple entities in a group of companies based in Dubai, UAE. The individual will be responsible for accurately recording, organising, and securely maintaining company documents to ensure ease of access for management, audits, and compliance with regulatory standards.

Key Responsibilities

• Oversee all phases of document handling including receipt, registration, review, approval, distribution, archiving, and retrieval.
• Develop and sustain document control frameworks, digital filing systems, standardized naming, and centralized master lists.
• Administer document numbering, revision tracking, version management, and approval workflow processes ensuring the circulation of only the most current approved documents.
• Keep comprehensive physical and electronic archives of contracts, agreements, invoices, purchase orders, policies, procedures, and official communications.
• Maintain centralized trackers for licenses, tenancy agreements, insurance policies, establishment cards, and vendor contracts across all companies.
• Track document expiry dates and manage the renewal process proactively across group entities.
• Safeguard document confidentiality and security by enforcing access controls and compliance with internal retention policies.
• Support audit processes, regulatory due diligence, and timely submission of required documentation.
• Liaise with management, finance, external accountants, and other departments to gather and validate necessary documents.
• Perform routine audits of document archives to identify gaps, outdated versions, or compliance issues.
• Generate regular status reports detailing document approvals, renewals, and pending actions.
• Continuously enhance document management workflows to improve accuracy, traceability, and retrieval efficiency.

Required Qualifications & Experience

• Bachelor's degree or diploma in Business Administration, Records or Information Management, or related field.
• At least 5 to 7 years of direct experience in document control or records management.
• Proficient in managing both electronic and physical document management systems.
• Well-versed in document numbering, revision control, indexing, and master record maintenance.
• Experienced in handling contracts, legal and financial documents, corporate records, and official correspondence.
• Good understanding of approval workflows, audit requirements, and record retention policies.
• Advanced skills in Microsoft Office suite, especially Excel, Word, SharePoint, or comparable platforms.
• Exceptional organizational skills, meticulous attention to detail, and capability to manage multiple priorities simultaneously.
• Ability to maintain strict confidentiality and demonstrate professionalism.

Desirable Skills & Experience

• Background supporting document control in multiple companies or group settings.
• Exposure to UAE-specific documentations such as trade licenses, tenancy contracts, and establishment cards.
• Basic understanding of accounting and coordination experience with external financial accountants.
• Familiarity with ISO standards for document control and audit processes.

Key Competencies

• Excellent document organization and record maintenance abilities.
• Strong coordination and follow-up skills.
• High accuracy and scrupulous attention to detail.
• Integrity in managing confidential information.
• Independence and effectiveness in meeting deadlines.