Document Controller

Roles and Responsibilities

About the job

• Immediately Joining, available in UAE
• Min. 5 years as Documents Controller, ideally in transportation or logistic environment
• Bachelor's degree, additional certification in documents control or administration field is a plus
• Able to speak Arabic is an advantage
• Familiarity with DC systems (ACONEX, SAP, EDMS)
• Knowledge of transportation regulation and compliance requirements is preferred
• Work location: Abu Dhabi

A Document Controller plays a crucial role in managing and organizing documents within an organization, ensuring that information is accurate, accessible, and properly stored. Document controllers are often employed in industries like construction, engineering, legal, and healthcare, where managing large volumes of documentation is critical. Below are the key skills and responsibilities of a Document Controller:

Key Skills of a Document Controller:

1. Organizational Skills:

• Document Management: Ability to classify, organize, and store large volumes of documents, both physical and digital, in a systematic manner.
• Filing Systems: Proficiency with various filing systems (e.g., alphabetical, numerical, project-based) and understanding of metadata for effective document retrieval.
• Version Control: Ensuring that all document versions are tracked, and the most recent or approved version is easily accessible.

• Accuracy: Ensuring all documents are complete, accurate, and comply with company standards or regulatory requirements.
• Error Checking: Identifying and correcting errors in documents, whether they are textual, formatting issues, or misfiled files.
• Document Formatting: Standardizing document formats for consistency, ensuring uniformity across documents (e.g., fonts, headings, styles).

• Document Lifecycle: Understanding the entire lifecycle of a document, from creation, review, approval, distribution, and eventual archiving or disposal.
• Regulatory Compliance: Familiarity with legal and regulatory standards for document management, such as ISO standards, GDPR (for privacy), or industry-specific regulations (e.g., construction or healthcare compliance).
• Audit Trail: Ensuring that each document’s history is properly recorded and available for audits (who created it, when it was updated, who approved it, etc.).

• Document Management Software (DMS): Experience with document management systems such as SharePoint, Aconex, Procore, or OpenText, which help organize, store, and retrieve documents efficiently.
• File Sharing Tools: Familiarity with collaborative tools like Google Drive, OneDrive, Dropbox, or other cloud storage systems for document storage and sharing.
• MS Office & PDF Management: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat for creating, editing, and converting documents into various formats.
• Data Backup and Recovery: Ensuring documents are securely backed up, with systems in place for disaster recovery.

• Data Protection: Ensuring sensitive documents are stored securely, protecting intellectual property, personal information, and confidential business data.
• Access Control: Managing permissions to ensure that only authorized individuals have access to specific documents.
• Encryption: Using encryption or secure file-sharing protocols to protect documents when they are being transferred or shared externally.

• Clear Communication: Ability to communicate clearly and professionally when interacting with colleagues, clients, or vendors regarding document status or issues.
• Instructional Skills: Educating colleagues on document control procedures, standards, and systems within the organization.
• Collaboration: Working effectively with teams across departments (e.g., legal, project management, engineering) to ensure documents are created, reviewed, and approved according to timelines.

Desired Candidate Profile

1. Document Organization and Storage:

• Creation and Filing: Ensuring that new documents are created, properly named, and filed in the correct directory or management system.
• Indexing: Tagging documents with relevant metadata to ensure that they are easy to locate using search functions.
• Document Distribution: Ensuring that documents are distributed to the appropriate stakeholders and team members.

• Versioning: Maintaining version history for all documents to ensure that the most current and approved versions are accessible to all relevant parties.
• Document Control Logs: Keeping track of who has access to each document, when they accessed it, and any changes made.

• Facilitate Approval Process: Ensuring that documents are sent through the appropriate review and approval channels, including obtaining signatures or permissions.
• Compliance Checks: Verifying that documents comply with relevant internal policies, industry standards, and regulations.

• Archiving: Safely archiving older documents that are no longer actively used but may need to be referenced or legally retained for a certain period.
• Document Disposal: Ensuring that documents are disposed of securely when they are no longer needed, particularly when dealing with sensitive or confidential materials.

• Audit Preparation: Assisting in the preparation of audits by providing easy access to required documents and maintaining proper documentation procedures.
• Regulatory Compliance: Ensuring that the organization's document management practices align with relevant laws, industry regulations, and standards (e.g., ISO 9001, ISO 14001).