Secretary & Document Controller

Document Controller Location: KSA, Al Qassim, Qudra Job Summary Responsible for maintaining the Document Control and/or Document Management System, ensuring proper registration, tracking, filing, distribution, and archiving of documents. Maintain accurate and up-to-date records of documents received by the department and coordinate with relevant stakeholders to obtain required updates and confirmations.

Roles & Responsibilities Use the Electronic Document Management System (EDMS) in accordance with company requirements and line manager instructions. Provide document control and administrative support to the relevant team. Register and maintain records of all incoming and outgoing correspondence, letters, Minutes of Meetings (MoMs), drawings, technical submittals, and other documents in Arabic and/or English.

Maintain a register of incoming and outgoing mail, including stamping, recording, distribution, and circulation. Control, track, and issue documentation including correspondence, Minutes of Meetings, resolutions, constitutional documents, licenses and permits, agreements, letters, and other relevant documents received from departments, project companies, and stakeholders. Receive, log, and distribute documents and support the coordination and monitoring of administrative activities to facilitate efficient workflow.

Establish and maintain the document control filing system in accordance with company Standard Operating Procedures. Maintain files and tracking records and ensure proper control when documents or files are taken from the filing system. Follow up with relevant individuals to ensure files and outstanding documents are returned or closed in a timely manner. Maintain tender documents and ensure original documents are appropriately controlled.

Ensure all physical and electronic files are properly organized and maintained. Collect, record, and distribute incoming communications to the relevant individuals as required. Implement and maintain a coordinated and consistent filing system, ensuring all records are up to date and maintained in accordance with QSE procedures. Coordinate with internal teams, team members, third-party consultants, contractors, and other stakeholders to facilitate document workflows and ensure document statuses are properly closed.

Follow up on open document-control items with relevant stakeholders until closure. Maintain project documentation in accordance with applicable ISO standards. Manage the electronic transmission of documents. Perform data entry and maintain databases related to document receipt, distribution, and tracking. Coordinate with team members, secretaries, and other staff to ensure the accuracy and completeness of records.

Archive contract and project documentation and ensure archive records remain up to date. Support the successful closeout and handover of documentation as required by the line manager. Ensure regular periodic electronic backups of project documents. Adhere to all relevant organizational and departmental policies, processes, Standard Operating Procedures, and instructions. Contribute to continuous improvement initiatives, programs, and projects in line with organizational standards.

Perform other related duties or assignments as directed. Job Specifications Educational Desired Undergraduate Degree. Minimum Experience (Type and Duration) Minimum Minimum 2 years of experience as a Document Controller. Experience working with Document Control Systems / Electronic Document Management Systems (EDMS). Required Skills Knowledge and experience in Document Control and Document Management Systems.

Excellent report-writing skills. Excellent communication skills in English. Proficiency in MS Office. Knowledge of Primavera and other relevant software. Good document filing, tracking, archiving, and record-management skills. Ability to coordinate effectively with internal teams and external stakeholders. Core Competencies Ensures Accountability. Collaborates. Drives Results. Champions Agility.

Embraces Innovation. Demonstrates Integrity and Respect. Work Condition Ability to manage multiple documents, requests, and priorities while maintaining accuracy and ensuring timely completion of document-control activities