Job Title: Documents Controller – Facilities Department
Location: Dammam
Department: Facilities Management
Job Summary:
The Documents Controller in the Facilities Department is responsible for organizing, managing, and ensuring the integrity and accessibility of all documents related to the facilities' operations. This role includes maintaining records, ensuring compliance with regulations, and supporting the department in document-related processes.
Key Responsibilities:
Document Management:
Organize, maintain, and control all documents and records related to facilities operations, including maintenance schedules, contracts, service agreements, permits, and compliance documents.
Ensure proper filing, archiving, and easy retrieval of documents, both physical and digital.
Develop and maintain an effective filing system that aligns with company policies and industry standards.
Document Control:
Monitor document lifecycle, ensuring that records are accurate, up-to-date, and properly disposed of when no longer needed.
Manage document version control to ensure that only the most current documents are used.
Coordinate the scanning, digitization, and indexing of physical documents.
Compliance and Audits:
Ensure all documents are compliant with company, legal, and regulatory standards.
Support internal and external audits by providing access to requested documents and maintaining audit trails.
Maintain confidentiality and security of all documents.
Coordination and Support:
Liaise with various teams within the facilities department to ensure timely collection and submission of required documentation.
Assist in preparing reports, presentations, and other document-based materials for department meetings.
Provide support to other staff members in accessing or managing facility-related documents.
Training and Procedures:
Educate and train staff on the proper handling, storage, and management of documents.
Implement and monitor document control procedures to ensure efficient operations within the department.
Qualifications:
Education:
Administrative Diploma or equivalent (required); Bachelor's degree in Business Administration, Facility Management, or related field (preferred).
Experience:
Previous experience in document management, records control, or facilities administration is preferred.
Strong organizational skills with attention to detail.
Excellent communication and interpersonal skills.
Proficient in Microsoft Office Suite (Excel, Word, Outlook).
Ability to work independently and as part of a team.
Knowledge of filing systems and document management best practices.
Personal Attributes:
Strong sense of responsibility and confidentiality.
Ability to prioritize tasks and meet deadlines.
Strong problem-solving abilities and attention to detail.
