Document Controller
2 days ago
The Document Controller – Legal Department will play a critical role in managing, organizing, and maintaining all legal documentation and records within Estithmar Holding. The position requires a highly organized, discreet, and detail-oriented professional who will work closely with the Group Chief Legal Officer (GCLO) and the leadership team to ensure efficient document control processes and support the smooth functioning of the Legal Department.
Desired Candidate ProfileKey Responsibilities:
• Manage, organize, and maintain all legal and confidential documents (contracts, agreements, corporate records, litigation files, etc.) in physical and electronic formats.
• Develop and implement effective document control procedures, ensuring consistency, accuracy, and compliance with internal policies and regulatory requirements.
• Maintain and update the department's document management system and ensure all documents are easily retrievable and properly archived.
• Track and monitor document versions, approvals, and signatures to ensure timely processing and compliance.
• Coordinate with internal departments and external stakeholders (legal firms, government authorities, subsidiaries, etc.) for document exchange and verification.
• Prepare and maintain document registers, logs, and filing systems for ongoing and closed legal matters.
• Support the GCLO in organizing meetings, drafting correspondence, preparing reports, and managing document flow for Board and Executive Committee matters, when required.
• Handle confidential information with absolute discretion and professionalism.
• Assist in audits, due diligence exercises, and corporate governance reporting by providing accurate documentation as requested.
• Ensure proper storage, backup, and security of all legal documentation in compliance with Estithmar Holding's data retention and confidentiality policies.
Qualifications & Experience:
• Bachelor's degree in Law, Business Administration, or a related field.
• Minimum 3–5 years of experience as a Document Controller, preferably within a legal department or corporate office.
• Strong understanding of legal documentation, confidentiality standards, and compliance protocols.
• Proficiency in MS Office Suite and document management systems (e.g., SharePoint, iManage, or equivalent).
• Excellent organizational, coordination, and record-keeping skills.
• High attention to detail and accuracy.
• Strong interpersonal and communication skills; ability to work effectively with senior leadership.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Commitment to discretion, integrity, and professionalism.
Personal Attributes:
• Trustworthy and dependable with a strong sense of confidentiality.
• Proactive, resourceful, and solution-oriented.
• Excellent time management and prioritization skills.
• Professional demeanor with strong collaboration and teamwork capabilities.
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