Document Controller

About the Role

The Document Controller will oversee and manage all documentation related to procurement activities, ensuring that records are accurate, systematically organized, and readily accessible. This position supports the Procurement team by governing the flow of documents, maintaining supplier and contract files, and ensuring adherence to company policies concerning document control.

Key Responsibilities

• Organize and maintain all procurement-related documents such as purchase orders, quotations, contracts, supplier information, invoices, and correspondence.
• Register, track, and archive documents electronically and physically for efficient record keeping.
• Guarantee completeness, accuracy, and version control of all procurement files.
• Maintain procurement logs, document registers, and contract trackers to monitor document status.
• Coordinate the submission and approval processes for documents between internal teams and external suppliers.
• Follow up on delays or pending approvals in procurement documentation to ensure timely processing.
• Ensure all procurement records comply with corporate policies and legal document retention guidelines.
• Maintain supplier documentation including certifications and agreements.
• Assist in preparing reports, bundles of documents, and audit-related records for the Procurement department.
• Support tendering and RFQ activities by organizing submissions and maintaining accurate records.
• Retrieve documents upon request while safeguarding the confidentiality of sensitive information.
• Perform additional administrative duties as needed within the Procurement division.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration or a related discipline.
• Two to four years of experience in document control or administrative roles, ideally within procurement, purchasing, construction, or real estate sectors.
• Experience managing procurement documents is advantageous.
• Proficient in Microsoft Office, particularly Excel and Word.
• Familiarity with ERP systems or document management software is preferred.

Skills & Competencies

• Strong skills in organizing and managing documents effectively.
• Exceptional attention to detail and accuracy in work outputs.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Good communication and the ability to coordinate effectively with various stakeholders.
• Capability to handle multiple tasks simultaneously and meet deadlines efficiently.
• High integrity and commitment to maintaining confidentiality.
• Robust administrative and record-keeping abilities.