Document Controller

About the Role

Khazna Data Centers is seeking a meticulous and experienced Document Controller to join our team in Dubai. This role is crucial for maintaining the integrity and accessibility of all project-related documentation. You will be responsible for implementing and managing robust document control systems, ensuring seamless information flow between internal teams, vendors, and clients. Your expertise will be vital in managing project documentation from initiation through to closeout, ensuring compliance with all standards and contractual obligations.

Key Accountabilities

• Oversee and manage document control systems, ensuring all documents undergo proper review, approval, distribution, and archiving for easy retrieval.
• Facilitate effective information exchange by coordinating with internal departments, external vendors, and clients to guarantee accurate and timely documentation.
• Process and track ERP purchase requisitions (PRs), managing the transmission and filing of electronic documents, drawings, and correspondence.
• Develop, implement, and monitor document control procedures, setting and tracking key performance indicators (KPIs) and project specifications.
• Generate, update, and maintain registers for all project deliverables, performing quality assurance checks on all outgoing materials.
• Administer project documentation, including contracts, financial records, handover packages, and transition documents, ensuring meticulous tracking and secure storage.
• Manage project-specific file transfer platforms, assign unique document numbers and revisions, and enhance workflow efficiency across various office locations.
• Ensure all documentation is accurate, current, approved, and adheres to company policies, contractual requirements, and quality benchmarks.
• Establish and maintain comprehensive filing systems, databases, reports, schedules, budgets, cost-tracking records, and other essential project documentation.
• Provide support for project closeout activities, the transition to operations, TOF documentation processes, and contribute to continuous improvement initiatives through best practices and ad-hoc reporting.

Qualifications and Competencies

• Possess a minimum of 5 years of experience in document control.
• A minimum of 2-3 years of experience specifically within data center projects is highly preferred.
• Demonstrated proficiency with document management systems (DMS), Microsoft Office Suite, DocuSign, Aconex, and other relevant project management software.
• Exhibit strong analytical and problem-solving capabilities, with the ability to identify and mitigate document control risks and streamline process bottlenecks.
• Possess excellent verbal and written communication skills, enabling effective information management and cross-team collaboration.
• Maintain a high level of organization and attention to detail, with the capacity to manage multiple priorities independently and with minimal oversight.
• Showcase leadership in document management processes, committed to upholding logical and consistent workflows, timely communication, and fostering strong teamwork.