Document Controller

📣 إعلان

منذ ساعة واحدة تقريباً

	نوع العقد	دوام كامل
	طبيعة الوظيفة	بالموقع
	الموقع	الرياض

وصف الوظيفة

About the Role

JOIN Solutions is seeking a Document Controller to manage business documents in Riyadh, Saudi Arabia. This full-time role is critical for ensuring that all controlled documents are accurate, current, traceable, and audit-ready, allowing teams to operate with the correct versions and enabling JOIN to provide necessary evidence to clients, auditors, and regulators.

Key Responsibilities

Maintain JOIN's document control procedure, numbering conventions, templates, and folder structures across shared drives and the Document Management System (DMS).
Register all controlled documents in the master document register, including owner, version, status, approval date, and next review date.
Apply strict version and revision control to ensure only the latest approved version is in use, and superseded versions are withdrawn and archived.
Set and maintain access permissions by role, in coordination with IT, to ensure confidential documents are visible only to authorized staff.
Manage the review and approval workflow for policies, SOPs, forms, contracts, project deliverables, and client documents.
Check documents for completeness, correct template usage, numbering, formatting, and required signatures before release.
Distribute approved documents to internal teams, clients, and partners, and maintain transmittal records.
Track pending reviews and overdue approvals, following up with document owners until closure.
Control project documentation for client implementations, including proposals, scopes of work, project plans, change requests, handover packs, and sign-off certificates.
Maintain transmittal logs and client correspondence registers for each project.
Prepare complete documentation packs for tenders and RFP submissions, including company profile, certificates, licenses, and compliance documents, in coordination with Sales.
Ensure client-facing documents adhere to JOIN branding and bilingual (Arabic/English) requirements where necessary.
Apply JOIN's retention schedule to physical and electronic records, in line with Saudi regulatory and contractual requirements.
Maintain secure digital and physical archives, ensuring fast retrieval of any record upon request.
Coordinate secure disposal of records that have reached the end of retention, with documented approval.
Support data protection obligations under the Saudi Personal Data Protection Law (PDPL) when handling documents containing personal data.
Keep company legal and statutory documents current and tracked for expiry, including Commercial Registration, Chamber of Commerce, Zakat & VAT certificates, municipal licenses, and other permits.
Prepare evidence and document packs for internal audits, client audits, and external reviews, and track corrective actions to closure.
Conduct periodic document compliance checks and report gaps to the Head of Shared Services.
Produce a monthly document control report detailing register status, overdue reviews, expiring licenses, and audit findings.

Experience and Qualifications

Candidates for this role should possess 5-10 years of experience in document control or a related field. A strong understanding of document management principles and regulatory compliance in Saudi Arabia is essential.