Document Controller

Key Roles & Responsibilities:

1. Receive, send, distribute, and handle documents for the Business Unit, including contracts, purchase orders, variation orders, etc.

2. Coordinate with the Project Team and external parties to ensure timely delivery, receipt, and compliance of required documents with policies and procedures.

3. Acknowledge and respond to messages, queries, faxes, etc. Create memo templates for future use and maintain an inward and outward log of correspondences.

4. Review, check for accuracy, and update document details and descriptions such as document number, etc.

5. Control the Project Master Document Register (MDR) to ensure integrity in alignment with project progress.

6. Act as a focal point and coordinate document management using the Electronic Document Management System (EDMS).

7. Maintain the document numbering system in strict compliance with relevant requirements. Record and update document status, e.g., submitted, approved, etc.

8. Copy, scan, store, file, and organize documents in designated locations.

9. Archive all communication in the physical and digital Milaha archive, including tender bulletins, contracts with third parties, supplier contracts, fax transmissions to clients, legal communications or notices, internal policy transmissions, memos, etc.

10. Retrieve files as requested by employees and clients.

11. Evaluate files for preservation, retention, or destruction. Dispose of obsolete documents.

12. Prepare daily, weekly, monthly, and project-specific reports on document transmittal.

13. Perform other job-related duties as assigned.

Qualifications:

Education & Professional Qualification:

• Diploma

Professional Experience:

• 3 years of experience in documentation control processes related to Oil & Gas EPCIC

Geographic Experience:

• Not required

Computer Skills:

• Good knowledge of Office and web applications

Language Skills:

• Business fluent English (speaking and writing)

Market/Industry/Functional Knowledge:

• Good knowledge of administrative procedures.

• Good knowledge of document recording and control methods, tools, and related techniques.