Document Controller

  • Employment Type:Full Time
  • Monthly Salary:Unspecified
  • Minimum Work Experience:5-10 Years
  • Minimum Education Level:High-School / Secondary
  • Listed By:Employer
  • Company Size:51-200 Employees
  • Career Level:Senior

Document Controller

Experience: 4 to 7 years
Language: English Proficiency is a must
Education: Certification in Document Management
Added Value: Previous experience in Dubai with Architectural Organization-In-design software

Job brief We are looking for a Document Controller to prepare, manage and file documents for our projects. Ensure Document Management consistency across all Projects, rigorously, maintaining control and traceability of the documentation from Project initiation throughout completion.

 Copy, scan and store documents
 Check for accuracy and edit files, like contracts/letters/technical proposals
 Manage all flows of documents either in electronic form or on paper support
 Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
 Maintain and manage electronic and hard copy documents as required
 Process incoming documentation (registration in the DMS, internal distribution, archiving)
 Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
 Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers)
 Ensure control and coordination of projects documentation and data
 Ensure all drawings/documentation are correctly identified, distributed and filed/stored
 General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality
 Assistance in the preparation collation and issue of reports and registers as may be required
 Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
 Monitor technical documents review and approval in accordance with agreed schedule • Monitoring of documentation progress in cooperation with the project planner
 Produce internal and external (Clients and Suppliers) over-due reports
 Ensuring the use of standardised forms and templates
 Set-up Projects folders and facilitate Project communication process
 Establish and maintain the Master Document Register in cooperation with the Project team
 Collate, produce and submit QA Documentation for Clients
 Review and update technical documents (e.g. manuals and workflows)
 Distribute project-related copies to internal teams
 File documents in physical and digital records
 Create templates for future use
 Retrieve files as requested by employees and clients
 Manage the flow of documentation within the organization
 Maintain confidentiality around sensitive information and terms of agreement

 Proven work experience as a Document Controller or similar role with an architectural consultant
 Familiarity with project management
 Hands-on experience with MS Office and MS Excel-In-Design
 Knowledge of Electronic Document Management Systems (EDMS)
 Proficient typing and editing skills
 Data organization skills
 Attention to detail

Training and qualifications
• Document Control Certification is an advantage
• Specific training courses related to Document Management and Quality Education (experience can compensate for lack of formal education) Experience
• Minimum 4 years in the architectural consultancy business

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