Document Controller

Our Identity: We are a distinguished and esteemed conglomerate that has risen to prominence within the UAE. Our expansive portfolio encompasses a wide spectrum of industries, including General Trading, Hospitality, Fashion, Furniture, Retail, and Real Estate. Along our business transformation journey, we have successfully introduced a plethora of globally renowned, premium brands to the UAE market, thereby cementing our legacy of unparalleled excellence.

Position: Document Controller

Package and Benefits:

• Monthly Salary between AED 4,500/ – AED 5,000/- commensurate with experience
• Opportunities for professional growth within the company
• 5 days work week
• Benefits as per UAE labour law.

Job Summary:

We are seeking a dynamic Document Controller to administer the document control of diverse business portfolios. The person will be responsible to maintain and implement the document control policy and follow ISO standards thoroughly.

Requirements:

• Graduate in any discipline.
• Understanding of ISO standards
• People who are immediately available to join will be given preference.
• Enthusiastic, good communication and interpersonal skills and attention to detail.
• Understanding of document inspection and audit
• Willing to visit different BUs as and when required.
• Excellent communicator and negotiator.
• Atleast 3 years of experience in the same domain

Job Description:

• Able to handle financial and commercial documents.
• Maintain the best archiving system both electronically and physically.
• Follow the policies and procedures of the company and ensure all versions are recorded.
• Establish templates / records where needed.
• Establish a Distribution Matrix for allocating controlled copies of documents
• Follow, DMS and ISO standards.
• Complies and maintains control records to verify completeness and accuracy of data.
• Expediting the timely document flow between company and their clients
• Responsible for the timely, accurate and efficient preparation and management of documents
• Maintaining the security of confidential documents.
• Designing templates for documents, file types, and document databases.
• Ensure pre project awarding stage all versions of project documentation is maintained.
• Ensure post project awarding all the documentation is timely received as per the checklist and maintained.
• Ensure that pre-established document control requirements are satisfactorily met throughout the project duration.
• Receive, track, and monitor documents using standard document management programs to register documents, maintain databases, and produce logs, transmittals, and other reports as required.
• Maintain an established data distribution system for the assigned project based upon client, project, department, and supplier requirements.
• Maintaining a clear overview of the status of outgoing and incoming project documents.
• Maintaining the finance documentation as per the policy.
• Ability to handle L/Cs, Export documentation.
• Engage with Commercial, Finance teams towards bank securities sought from customers (e.g., L/Cs, Security Cheque, etc).
• Control the documents and data control activities / movements.
• Maintain up to date Database Register showing document details and revision status.
• Establish a Distribution Matrix for allocating controlled copies of documents as necessary to BUs (Client, Suppliers, and Logistics etc.)
• Maintain all Correspondence, Drawings, Procedures, Standards, Specifications, Purchase Orders, Data Sheets, Manuals, etc.
• Manage manual and computer system documentation records for in compliance with all quality and regulatory requirements.
• Review and proofread documents for consistency of document format and system concerns and report to Head of PMO for discrepancies.
• Maintain and understand the logistics documentation.