Document controller

4 days ago

Doha, Baladīyat ad Dawḩah, Qatar ECCO Gulf Majorel Qatar Full time

Job Description

ECCO Gulf Majorel Qatar is seeking an experienced Document Controller to join our dynamic team in Qatar. As a Document Controller, you will play a crucial role in managing and organizing company documents, ensuring their accuracy, quality, and integrity. You will work closely with various departments to maintain a systematic and efficient document control process. This position requires a detail-oriented professional who can handle sensitive information with discretion and efficiency.

  • Receive, review, and submit all documentation to the appropriate departments in a timely manner.
  • Utilize document management systems and software to organize, track, and distribute documents across the organization.
  • Support project teams during the planning and implementation phases by providing accurate and updated documentation.
  • Prepare and maintain periodic reports, performance summaries, and documentation logs.
  • Verify the accuracy, completeness, and validity of all documents prior to submission or distribution.
  • Ensure all documents are submitted within established deadlines and comply with organizational quality standards.
  • Archive physical and electronic records, including scanning, photocopying, uploading, and cataloguing files.
  • Maintain a secure and organized document storage system to prevent loss, damage, or unauthorized access.
  • Develop and maintain document templates, file structures, and database models to improve efficiency and consistency.
  • Conduct document audits to ensure precision, compliance, and adherence to organizational policies.
  • Record minutes of meetings (MOM) and participate in meetings, workshops, and training sessions as required.
  • Retrieve and return files to relevant employees, clients, or departments upon request.
  • Manage document entry, scanning, and filing processes accurately and efficiently.
  • Respond promptly to document requests and ensure proper flow, distribution, and delivery of materials within and outside the department.
  • Identify and report any discrepancies, errors, or issues related to document control and storage.
  • Update and maintain the organization's document and record management systems regularly.
  • Enforce document security protocols and access control measures.
  • Provide guidance and support to staff on document management procedures and best practices.
  • Prepare documentation for internal or external audits.
  • Perform other related duties and responsibilities as assigned.

Required Profile

We are looking for an experienced professional with a strong background in document management and control. The ideal candidate will possess the following skills and qualifications:

  • Proven 3 -5 years of experience as a Document Controller or in a similar role.
  • Demonstrated excellence in organizing tasks and communicating effectively across all levels of the organization.
  • Strong ability to interact professionally and provide exceptional service to clients and colleagues.
  • Proficiency in word processing software and spreadsheet programs.
  • Knowledge of database systems and file organization.
  • Strong computer skills.
  • Intermediate proficiency in Microsoft Office applications (Word, Excel, Outlook).
  • Internet navigation skills.
  • Intermediate use of Geographic Information Systems (GIS).
  • Intermediate proficiency in Power BI.
  • Ability to work independently and manage multiple tasks simultaneously.
  • Strong understanding of document control procedures and best practices.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

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