Document Controller

Role Overview

The Document Controller position at JOIN Solutions in Riyadh, Saudi Arabia, is responsible for managing the entire lifecycle of company documents. This includes creation, review, approval, storage, sharing, and retirement to ensure all controlled documents remain accurate, up-to-date, traceable, and audit-ready. The goal is to guarantee that teams use only the correct versions and provide evidence to clients, auditors, and regulators as necessary.

Key Responsibilities

• Administer JOIN's document control procedures, including numbering systems, templates, and folder structures across shared drives and the document management system (DMS).
• Register all controlled documents in a master register detailing ownership, version number, status, approval dates, and next review timelines.
• Implement rigorous version and revision control to ensure usage of only the most recent approved document versions, withdrawing and archiving older editions.
• Manage access permissions according to roles, collaborating with IT to guarantee that sensitive documents are accessible only by authorized personnel.
• Oversee the review and approval process for company policies, SOPs, forms, contracts, project outputs, and client documents.
• Verify that documents meet completeness standards, correct formatting, numbering, templates, and have all required signatures prior to release.
• Distribute approved documents appropriately to internal teams, clients, and partners, maintaining transmittal records.
• Monitor outstanding reviews and delayed approvals, engaging document owners to ensure timely closure.
• Maintain control over project documentation related to client implementations, including proposals, work scopes, project plans, change requests, handover packets, and sign-off certifications.
• Keep detailed logs of document transmittals and client correspondence for each project.
• Collaborate with Sales to prepare thorough documentation packages for tenders and RFPs, encompassing company profiles, certificates, licenses, and compliance documents.
• Ensure client-facing documents comply with JOIN’s branding and are bilingual (Arabic and English) where required.
• Enforce retention policies for both physical and electronic records in adherence to Saudi regulations and contract obligations.
• Maintain secure archives, both digital and physical, enabling prompt retrieval upon request.
• Coordinate secure and authorized destruction of records that have met their retention period.
• Support adherence to data protection requirements under Saudi Personal Data Protection Law (PDPL) when managing documents with personal data.
• Track and maintain company’s legal and statutory documents to keep them current, including Commercial Registration, Chamber of Commerce certificates, Zakat and VAT certificates, municipal licenses, and other permits.
• Prepare documentation and evidence for internal audits, client audits, and external reviews, monitoring implementation of corrective actions until completion.
• Conduct periodic document compliance audits and report discrepancies to the Head of Shared Services.
• Generate monthly reports summarizing document control status, overdue reviews, expiring licenses, and audit outcomes.