Job Description

We're Hiring: Document Controller

We are currently supporting our client in the search for an experienced and commercially driven Document Controller to join their team.

Roles and Responsibilities

Job Purpose Summary:

The Document Controller is responsible for managing and maintaining all technical and administrative documentation within the Facility Management Department. The role ensures proper control, distribution, and storage of documents including drawings, reports, O&M manuals, and correspondence. The position supports operational efficiency, compliance, and audit readiness by ensuring that accurate and up-to-date documentation is accessible and properly controlled across all facility management activities.

Detailed Roles & Responsibilities:

• Document Management System (DMS) & Records Control:
  • Establish and maintain a centralized Document Management System for all FM-related documentation.
  • Ensure all documents are properly classified, indexed, and stored for easy retrieval.
  • Support preparation and consolidation of operational reports, including inputs from CAFM systems where required.
  • Support implementation of IMS requirements within the FM Department, including document control, recordkeeping, and compliance with procedures.
  • Ensure all departmental documents are maintained, updated, and aligned with approved formats and templates.
    
    Support internal and external audits by providing required documentation and records
  • Maintain both physical and electronic document repositories in an organized manner.
  • Ensure compliance with THE COMPANY document retention and record management policies.
  • Maintain document registers and logs for tracking purposes.
• Technical Document Control & Version Management:
  • Control the numbering, filing, and versioning of technical documents including drawings, O&M manuals, and specifications.
  • Ensure all documents are properly classified, referenced, and archived in line with IMS and document control requirements.
  • Ensure that only the latest approved versions of documents are distributed to field teams.
  • Maintain records of document revisions and updates.
  • Ensure proper control of as-built drawings and technical documentation.
  • Prevent the use of outdated or unauthorized documents in operations.
• Document Workflow & Approval Coordination:
  • Manage the workflow for document review and approval processes.
  • Ensure documents are reviewed and approved by the appropriate authority before issuance.
  • Track document submission status and approval timelines.
  • Coordinate with technical teams, consultants, and contractors for document submissions.
  • Ensure compliance with internal approval procedures and governance frameworks.
• Correspondence Control & Document Tracking:
  • Register and track all incoming and outgoing correspondence related to FM operations.
  • Maintain logs of communication with contractors, consultants, and service providers.
  • Ensure proper filing and referencing of all correspondence.
  • Support tracking of document submissions, responses, and approvals.
  • Maintain organized records of all official communications.
• Audit Support & Compliance Assurance:
  • Conduct periodic audits of facility and project documentation to ensure compliance with company standards.
  • Support internal and external audits by providing organized and verified documentation.
  • Ensure documentation meets regulatory and operational compliance requirements.
  • Identify gaps in documentation and coordinate corrective actions.
  • Maintain audit-ready records for all technical and operational documentation.

Skills:

• Technical / Administrative Skills:
  • Document management systems (DMS).
  • Technical document control and versioning.
  • Knowledge of engineering drawings and technical documentation.
  • Recordkeeping and document tracking.
• Professional Skills:
  • Strong attention to detail and accuracy.
  • Organizational and file management skills.
  • Ability to handle confidential and sensitive information.
  • Strong coordination and communication skills.

Any other task assigned by the direct superior.

Education & Professional Certificates

Education:

Diploma or bachelor's degree in business administration, Information Management, or Engineering.

Certificates:

-

Computer Literacy:

• Computer literate.
• Proficiency in:
  • MS Office.
  • Document management systems.

Languages:

English fluent.

Arabic is preferred.

Experience

• 3 - 5 years of experience in document control or records management.