Job Summary

• The Senior Document Controller is responsible to oversee and manage the organization, distribution, and tracking of documents within a project or organization. They are responsible for ensuring that all documents are accurately recorded, stored, and accessible to authorized personnel as needed. Additionally, Senior Document Controllers may supervise a team of document control staff, develop document control procedures, and liaise with project managers, engineers, and other stakeholders to ensure compliance with document management requirements. Their primary goal is to facilitate efficient document workflows, maintain data integrity, and support effective communication and collaboration among project teams.

Job Responsibilities 1

• Supervise document control activities and ensuring compliance with document management procedures and standards.
• Oversee the organization, categorization, and filing of documents to ensure easy retrieval and accessibility.
• Manage document distribution processes, including receiving, reviewing, and disseminating incoming and outgoing documents to appropriate recipients.
• Track document revisions, updates, and approvals, and maintaining accurate records of document history and status.
• Develop and implement document control procedures, workflows, and best practices to optimize efficiency and accuracy.
• Train and mentor document control staff on document management processes, software systems, and compliance requirements.
• Liaise with project managers, engineers, contractors, and other stakeholders to coordinate document-related activities and address any issues or concerns.
• Conduct regular audits and quality checks of document management systems to ensure data integrity, compliance with regulatory requirements, and adherence to organizational standards.
• Provide technical support and troubleshooting assistance to users of document management software systems.
• Contribute to continuous improvement initiatives aimed at enhancing document control processes, systems, and tools to meet evolving project or organizational needs.

Skills

Job Knowledge & Skills

Knowledge in ISO documentation standards

Knowledge in use of spreadsheets, database, word processing and selected job specific software

Knowledge of records management principles and procedures including record keeping and filing principles

and practices

Good working knowledge of English, both written and verbal

Knowledge of Office machines and other related equipment

Computer literacy and experience of using a range of Microsoft Office software

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year (s) GCC is a plus

Competencies

Collaboration

Accountability

Resilience

Quality

Leadership

Database Knowledge L2

Records Management L2

Customer Document Analysis L2

Data Archiving L2

Recordkeeping and Logs L2

Education

Diploma in any related field