Document Controller

The primary purpose of a Document Controller is to establish and maintain an organized and efficient document management system that ensures the accessibility, accuracy, and security of all organizational or project-related records. By centralizing the storage and retrieval of documents, the Document Controller facilitates seamless communication and information flow across internal teams, external stakeholders, and clients. This role is vital in ensuring that documents comply with company policies, industry standards, and regulatory requirements while maintaining strict version control to avoid discrepancies and ensure only the latest and most accurate information is used.

Document Management:

1. Establish and maintain a centralized document control system.
2. Manage the creation, review, approval, distribution, and archiving of documents.
3. Ensure proper classification, indexing, and labeling of documents for easy retrieval.

Version Control:

1. Maintain version control of documents to ensure all stakeholders have access to the latest updates.
2. Track document revisions and retain a secure record of changes for auditing purposes.

Compliance and Standards:

1. Ensure all documents comply with internal policies, industry standards, and legal or regulatory requirements.
2. Conduct regular audits of documentation to confirm adherence to established protocols.

Information Flow:

1. Facilitate smooth and timely sharing of documents between departments, teams, and external stakeholders.
2. Act as the central point of contact for document-related queries and issues.

Security and Confidentiality:

1. Implement and monitor security protocols to protect sensitive or confidential documents.
2. Assign access permissions to ensure only authorized personnel can view or edit specific files.

Support for Projects and Operations:

1. Assist project managers and teams by providing accurate documentation at various stages of project execution.
2. Ensure records are available to support decisions, audits, and project evaluations.

Training and Guidance:

1. Train team members on document control procedures and the use of document management systems.
2. Provide ongoing guidance to ensure compliance with document-related processes.

Archiving and Record Retention:

1. Oversee the archiving of obsolete or completed documents in accordance with company retention policies.
2. Maintain a well-structured, accessible archive system for future reference.

Reporting and Analysis:

1. Prepare reports on documentation status, updates, and compliance metrics.
2. Identify and address inefficiencies or gaps in the document control process.

Coordination with Stakeholders:

1. Collaborate with project teams, clients, and external contractors to ensure documentation requirements are met.
2. Act as a liaison for document-related communication among various stakeholders.

Occupational and Workplace Health and Safety Responsibilities:

In addition to all job-specific responsibilities, all employees are required to adhere to all Khidmah health, safety, and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety, and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduces new policies, procedures, and practices, and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.

Information Security Responsibilities:

• Comply with Khidmah Information Security Policies
• Be aware of and fulfil their information security responsibilities
• Ensure whoever handles sensitive company information has taken the Security Awareness Training
• Know how to report a security incident (to IT ServiceDesk or InfoSec).
• Not disable his/her OS firewall and/or antivirus
• Restrict use to authorized purposes, protect access accounts, privileges, and associated passwords.
• Accept accountability for his/her individual user accounts, and maintain confidentiality

Qualification:

Certification in document management systems (e.g., EDMS) is an advantage.

Experience and Skills:

Minimum 5 years of experience in document control within the construction, fit-out, or engineering consultancy sector.

Familiarity with commercial property projects.