Document Controller

About the Role

Acwa China is seeking a Document Controller to join their team in Medina, Al Madinah Al Manwarah. This full-time role is essential for managing and maintaining the company's document control and management systems, ensuring efficient workflow and compliance with established procedures. The ideal candidate will have 2-5 years of relevant experience.

Key Responsibilities

• Manage the Document Control System and/or Document Management System.
• Archive all received documents and obtain updates/confirmations from shareholders regarding documents such as CR, AoA, Bylaws, shareholding structure, and UBO.
• Utilize the Electronic Document Management System (EDMS) as per company requirements and line manager instructions.
• Provide administrative assistance to the Corporate Legal team.
• Register all incoming and outgoing letters, Minutes of Meetings (MoMs), drawings, technical submittals, and other documents in Arabic, English, or other languages.
• Maintain a register of all incoming and outgoing mail, including stamping and recording before distribution.
• Control, track, and issue complete documentation, including correspondence, board/shareholder/chairman resolutions, constitutional documents, licenses, permits, agreements, and other pertinent documents from various stakeholders.
• Receive, log, and distribute all technical documents, assisting in the coordination and monitoring of administrative activities to facilitate workflow.
• Set up and assist in maintaining the document control filing system.
• Maintain all files within the Filing Department, open new files according to Standard Operating Procedures, and track file movements.
• Ensure all Tender Documents are maintained and originals are not removed from the filing room.
• Collect and distribute faxes, ensuring urgent items are copied and sent to relevant parties and the Project/Line Manager.
• Implement and maintain a coordinated and consistent filing system, ensuring compliance with QSE procedures.
• Coordinate with internal teams, third-party consultants, and contractors to facilitate document workflow and ensure document status closure.
• Follow up on open status items with team members and others to ensure closure.
• Maintain project documentation according to ISO standards and manage electronic transmission of documents.
• Input data into the database for document receiving and tracking.
• Coordinate with respective team members, secretaries, and staff to ensure record correctness.
• Archive contract/project documents and maintain the archive section.
• Ensure successful closeout and handover of documentation as required.

Policies and Procedures

• Adhere to all relevant organizational and departmental policies, processes, standard operating procedures, and instructions to maintain required standards and consistency in work.

Continuous Improvement and Assignments

• Contribute to the identification and implementation of change initiatives, programs, and projects in line with organizational standards.
• Perform other related duties or assignments as directed by the line manager.

Qualifications and Experience

• A minimum of 2-5 years of experience in document control or a related administrative role.
• Proficiency in using Electronic Document Management Systems (EDMS).
• Strong organizational skills and attention to detail.
• Ability to manage and track a high volume of diverse documents.
• Familiarity with ISO standards for project documentation is preferred.
• Excellent communication skills in both Arabic and English are advantageous.