Document Controller

Job Description

WSP Middle East is seeking a document Controller who is responsibilities include managing, storing, and distributing project documents and ensuring all documentation processes are in line with company policies and project needs. The role focuses on maintaining accurate, up-to-date and easily accessible documentation to ensure effective communication and compliance with industry and company standards.

Responsibilities

• Organize, maintain, and track documents, ensuring their accuracy, integrity, and accessibility both online and offline.
• Version Control: Manage document versions and ensure that only the latest versions are available to relevant stakeholders.
• Review documents for completeness, accuracy, and compliance with organizational standards and regulatory requirements.
• Distribute documents both online and offline to authorized personnel while maintaining confidentiality and data security.
• Retrieve documents documents both online and offline as needed by authorized personnel, ensuring timely access to information.
• Maintain detailed records of document transactions, including distributions, revisions, and approvals.
• Provide necessary inputs for progress reports and report generation for MIS.
• Follow up with designated personal for time bound turnaround of documents flow.
• Ensure that documents adhere to quality standards and follow established procedures.
• Provide training and support to staff members on document management systems and procedures.
• Ensure all documents are accurate and free from errors, maintaining high standards of quality.
• Maintain an orderly system for document storage and retrieval, ensuring easy access to information. Maintain Track of Minutes of Meetings, collate signatures from stake holder representatives and circulate to attendees of the meeting.
• Support the Project team in preparing or Audits
• Familiarity with document management software and tools such as Wrench, Think Project, SharePoint, Documentum, and Aconex.
• Strong verbal and written communication skills to effectively interact with team members and stakeholders.
• Ability to manage multiple tasks and prioritize effectively to meet deadlines.
• Address and resolve issues related to document management efficiently.
• Understand and apply regulatory requirements and standards related to document control, such as ISO 9001.
• Oversee the accuracy, consistency, and reliability of company documents through established standards and procedures.
• Proficiency in entering and managing data accurately within document management systems.
• Maintain detailed records of document transactions, including distributions, revisions, and approvals.
• Adapt to changing circumstances and requirements in document management processes.
• Top-class typing and report writing skills.
• Detail-focused document organizing abilities.
  
  
  

• A bachelors degree in business administration, document management, and record management.
• 5-10 years of experience in document management, archive management, or records management.
• Minimum 5 years experience in CCGT or OCGT or Oil and gas or other industrial projects.
• Knowledge of document management systems like Sharepoint, OnlyOffice, DocuWare Cloud, Rubex.
• Proficiency in document capturing systems like CAPSYS Captue and Xerox DocuShare.
• An excellent grasp of Microsoft Office programs.
• Familiarity with the relevant regulations regarding document keeping and handling.
• Able to proactively manage database changes using software management systems.