Document Controller

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• Apply strict version and revision control to ensure only the latest approved version is in use, and superseded versions are withdrawn and archived.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.

Work Environment

This is a full-time position based in Riyadh, Saudi Arabia, within a dynamic and professional environment at JOIN Solutions.