Document Controller

Description

About the role:

Perform day-to-day tasks of the MATAR Document Control Office, ensuring the effective maintenance of all incoming and outgoing documentations (both operational & project related) for the MATAR Management department. The role involves ensuring timely and accurate record keeping, tracking, and distribution of documents whilst supporting the team in the implementing document control templates, processes and procedures. A key focus for this role is on safeguarding the accuracy, accessibility, security of the organization's documentation ensuring full compliance with internal policies and regulatory standards.

Key responsibilities:

• Maintain and update the document management system and registers (physical and electronic) to ensure compliance with company standards and regulations.
• Track, monitor, and ensure timely submission of documents by internal and external stakeholders.
• Perform quality assurance checks to verify document accuracy, completeness, and compliance with
  version control policies and company standards prior to filing & distribution.
• Ensure all documents are correctly logged, classified, indexed, and stored for efficient retrieval and clear audit trail.
• Implement and oversee standardized document numbering systems for easy identification, consistency and traceability.
• Distribute controlled documents according to approval workflows and distribution matrices.
• Assist team in coordinating document review, approval, and release processes.
• Monitor and track deadlines for relevant document submissions and follow-up on pending documentation to ensure timely completion.
• Maintain secure archives for both active and inactive records, ensuring document redundancy, backup and accessibility when needed.
• Support internal and external audits by preparing, retrieving, and organizing required documents.
• Support line manager in identifying and reporting issues to Document Control Management on nonconformance in document handling.
• Ensure compliance with document control procedures, retention policies, regulatory standards, and industry best practices.
• Coordinate and collaborate with multiple departments including external companies to align document control processes with project or operational needs.
• Provide technical support to departments for document retrieval & management and resolve document related queries and issues.
• Generate periodic reports to management on document control activities, compliance status, and performance metrics.
• Identify and resolve discrepancies or inconsistencies in documentation through corrective actions.
• Provide support and guidance to junior staff on document control processes, systems, and best practices.
• Ensure proper version tracking and prevent the use of obsolete or uncontrolled documents.
• Support the coordination of document translation for internal and external communications when required.
• Assist line manager in process improvement initiatives to enhance document workflow efficiency.
• Act as a point of contact for document-related queries and provide technical support as needed.
• Perform other department duties related to his / her position as directed by the Head of the Department.

Qualification

About you:

• High School Qualification with Minimum 2 years of job-related experience.
• Bachelor's Degree or Equivalent with Minimum 1 years of job-related experience.

Essential

• Experience in Administrative, Personal Assistance, Secretarial, Clerical or related functions.
• Previous experience in Data Entry and Document Controlling or related functions
• Proficiency in MS-Office Suite Software (e.g., MS-Outlook, MS-Word, MS-Excel, MS-PowerPoint).
• Good Knowledge of Business English (Spoken & Written.)
• Good Knowledge of PDF Application Software (Editing).
• Good Knowledge in Databases, Excel Registers, Document Management and/or Filing Systems.
• Strong organizational & follow-up skills.
• Strong listening & coordination skills with proficiency in effective communication (English)
• Strong time management, multi-tasking and prioritization skills with an ability to deliver against tight deadlines.
• Good team Player with high degree of self-motivation.
• Good command of numeracy & arithmetic skills.
• Good interpersonal / customer service skills with professional etiquette.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to follow instructions with willingness to self-learn.
• Flexible and adaptable to change with the ability to thrive in cross-cultural and/or dynamic environments.
• Ability to work with minimum supervision and use own initiative.
• Basic understanding of document control discipline, policies, procedures and systems.

Preferred

• 3 to 4 years' experience in administrative, personal assistance, secretarial, clerical or related functions.
• Exposure to multi-cultural and/or dynamic environment.
• Basic Knowledge of Electronic Document Management Systems (EDMS) or Information Management Systems (such as MS-SharePoint, Aconex, Primavera, E-Docs, Autodesk or other similar DMS software).
• Basic Knowledge in MS-Publisher
• Basic Knowledge in Arabic Communication (spoken) with an ability to read Arabic correspondences.
• Good critical thinking, logic reasoning and analytical skills for effective problem solving and decision making.
• Good collaboration skills with ability to foster teamwork among team members.