Document Controller

Position Title: Document Controller
Location: Al Madinnah Al Manwarah, Sidra

JOB PURPOSE:
Responsible for Document Control System and/or Document Management System
Archiving all the documents received by the Department and get an update/confirmation the shareholders of their documents (CR, AoA, Bylaws, shareholding structure/UBO).

KEY ACCOUNTABILITIES:
Description
Administrative
Using EDMS (Electronic Document Management System) as per company requirement and as per line manager's instructions.
Provide Assistance to Corporate legal team.
Registering all incoming and outgoing letters, MoMs, Drawings & technical submittals and other documents whether in Arabic or English and/or in both language and other language.
Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution / circulation.
Responsible for Control/Track/Issue of complete documentation such as incoming and outgoing correspondence, Minutes of the Meeting, Board resolutions, Shareholder resolutions, Chairman resolutions, Constitutional documents, licenses and permits, agreements, Letters, and other forms of pertinent documents whether receive from other departments, project companies and other stakeholders.
Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
Set up/assist document control filing system.
Maintaining all files within the Filing Department
Opening new files in accordance with Standard Operating Procedures of the company.
Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room
Chasing up each individual for return of files
Maintaining all Tender Documents and ensuring originals are not take from the filing room
Keeping all files in a tidy condition
Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone's urgent attention and sending them accordingly with a copy to the Project Manager/line manager
Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures
Co-ordination between other teams and team members, third party Consultants &
Contractors, etc. for facilitating documents workflow and ensure documents status to be closed.
Follow-up with team members and others for "open" status items to be closed.
Maintain Project Documentation as per ISO standards.
Electronic transmission of