Document Controller

Overview

This position involves managing the day-to-day operations of the MATAR Document Control Office, ensuring comprehensive management of all incoming and outgoing documentation relevant to operational and project activities for the MATAR Management department. The role prioritizes the accurate, accessible, and secure handling of company documents in alignment with internal protocols and legal standards.

Key Responsibilities

• Administer and update both physical and electronic document management systems and registers to align with corporate policies and regulatory frameworks.
• Monitor document submission timelines from internal teams and external partners to guarantee punctual delivery.
• Conduct rigorous quality checks to confirm document accuracy, completeness, and adherence to version control rules before filing and distribution.
• Ensure all documents are systematically logged, categorized, indexed, and stored for prompt retrieval and audit purposes.
• Apply standardized document numbering for consistent tracking and ease of identification.
• Manage distribution of controlled documents following approval protocols and distribution charts.
• Assist in coordinating the processes for document review, approval, and issuance.
• Track deadlines for document submissions and follow up on any outstanding paperwork to ensure completion on schedule.
• Maintain secure archives for current and archived documents, guaranteeing backup, redundancy, and availability when necessary.
• Prepare and organize required documentation to support both internal and external audits.
• Assist management by identifying and reporting document handling non-compliance issues.
• Ensure strict adherence to document control procedures, regulatory requirements, retention policies, and industry best practices.
• Collaborate across multiple departments and with external companies to streamline document control practices tailored to project or operational needs.
• Provide technical assistance for document retrieval, management, and resolve related inquiries.
• Compile and present periodic reports on document control performance, compliance, and activities to management.
• Identify and correct discrepancies or inconsistencies in documentation through appropriate corrective measures.
• Mentor junior staff on document management systems, best practices, and processes.
• Ensure documents are accurately version-controlled and prevent usage of outdated or unauthorized files.
• Support document translation processes for internal and external communications as needed.
• Contribute to process optimization initiatives to improve document workflow efficiency.
• Serve as a key contact point for document-related queries and supply technical support if required.
• Execute additional departmental responsibilities as assigned by the Head of Department.

Qualifications and Experience

• High School diploma with at least 2 years of relevant work experience, or a Bachelor's degree/equivalent with a minimum of 1 year of related experience.
• Administrative, secretarial, clerical, personal assistance, or similar experience required.
• Experience in data entry and document control preferred.
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
• Good command of business English, both spoken and written.
• Familiarity with PDF editing applications.
• Knowledgeable in database management, Excel registers, document filing, and document management systems.
• Excellent organizational skills with strong follow-up capabilities.
• Effective listening, coordination, and communication skills in English.
• Strong ability to manage time, multitask, and prioritize to meet tight deadlines.
• Self-motivated team player with good numeracy and interpersonal skills.
• High attention to detail and accuracy essential.
• Ability to handle confidential and sensitive information with discretion.
• Willingness to learn and capable of executing instructions independently.
• Adaptability to dynamic and multicultural work environments.
• Basic understanding of document control principles, policies, and procedures.

Preferred Attributes

• Experience ranging from 3 to 4 years in related administrative or clerical roles.
• Exposure to multicultural or dynamic workplaces.
• Fundamental knowledge of electronic document management systems (e.g., MS-SharePoint, Aconex, Primavera, E-Docs, Autodesk, or similar).
• Basic skills with MS Publisher.
• Conversational Arabic with ability to read Arabic correspondences.
• Strong analytical skills with problem-solving and decision-making capabilities.
• Collaborative attitude promoting teamwork.