Document Controller📣 Job Ad

About the Role

A client of Jobstronaut is seeking to appoint a Document Controller to join their team in Al Khobar, Eastern Province. This full-time position is central to managing various administrative and logistical tasks, ensuring compliance with standard operating procedures, and providing essential support to the maintenance team in maintaining documents and records. The ideal candidate will possess 2-5 years of relevant experience.

Key Responsibilities

The Document Controller will be responsible for a range of administrative and coordination duties, ensuring efficient operations and accurate record-keeping across multiple functions. This includes supporting various teams, managing documentation, and upholding safety and compliance standards within the organization.

Team Collaboration and Support

• Provide administrative support to office assistants and site supervisors as required.
• Coordinate with the maintenance team to facilitate timely ordering, receiving, and documentation of parts and materials.
• Communicate effectively with vendors to resolve discrepancies or issues related to invoices or deliveries.
• Foster positive communication and relationships with team members, management, vendors, and clients.
• Ensure all assigned work is completed within established deadlines.

Document and Data Management

• Accurately enter purchase invoices and related data into the company’s database system.
• Verify invoice details, ensuring alignment with purchase orders and contracts.
• Maintain comprehensive records of invoices, receipts, and other financial documents for audit and reconciliation purposes.
• Forecast driver needs during holidays and special events to prevent disruptions in delivery schedules.
• Inform line managers for annual leave approvals and coordinate with HR for sick leave processing.
• Ensure proper maintenance of records for driver leave requests.

Compliance and Safety Protocols

• Report emergency situations, such as vehicle accidents or breakdowns, immediately to the QHSE Manager and Journey Management Coordinator.
• Ensure compliance with safety protocols in coordination with the safety team and relevant stakeholders.
• Collaborate with other departments, including QHSE and Journey Management Coordinator, to identify non-compliance issues and report suspicious activities.

Required Experience

• A minimum of 2 to 5 years of experience in a document control or administrative support role.
• Demonstrated ability to manage administrative and logistical tasks efficiently.
• Proficiency in maintaining accurate records and managing documentation systems.
• Strong communication and coordination skills for effective stakeholder engagement.