Document Controller

Role Overview

The Document Controller will be responsible for organizing and updating documentation systems, developing process workflows for document management, and ensuring adherence to company and legal standards. This role demands coordination of document control processes including technical files, drawings, and commercial correspondence for Khazna Data Centers in Dubai.

Key Responsibilities

• Maintain precise and current document control systems, ensuring documents are reviewed, approved, distributed, stored, archived, and easy to retrieve.
• Work collaboratively with team members to ensure accurate and prompt documentation handling.
• Manage ERP Purchase Requests and handle electronic transmission, filing of documents and correspondence efficiently.
• Set and oversee document control objectives, specifications, and key performance indicators.
• Foster effective working relationships with specialists, vendors, and clients; resolve conflicts and minimize risks to meet quality, deadline, and budget requirements.
• Develop and update registries for project deliverables while assuring quality on outgoing documents.
• Manage project documentation including contracts, financial records, and handover paperwork, ensuring proper tracking and storage.
• Create and administer project-specific file transfer sites; assign and monitor document numbers and revisions.
• Coordinate information sharing across multiple offices and optimize workflow processes, regularly monitoring activities and implementing improvements.
• Collaborate within the Khazna team to manage control and distribution of documents across projects.
• Understand all stages of Khazna projects from construction to closeout and ongoing operations, continually enhancing knowledge of internal procedures.
• Guarantee that end-users receive reliable, up-to-date, and approved documentation.
• Develop and maintain a comprehensive filing system and digital database supporting reporting, planning, administration, and project support functions.
• Document and track data center related information including decisions, reports, schedules, budgets, and costs.
• Analyze and apply best practices drawn from experience.
• Prepare benchmark and decision-making documentation and ad-hoc project reports as needed.
• Communicate sensitive information tactfully and professionally.
• Assist with Technical Operation Function (TOF) document preparation and processes.
• Support document transition processes for project managers.
• Use document control platforms such as Aconex, SharePoint, Asite, and Viewpoint.

Policies, Systems, Processes & Procedures

• Strictly adhere to departmental systems, policies, procedures, and instructions to ensure controlled and consistent workflow.

Continuous Improvement

• Identify opportunities for ongoing enhancement of document management systems and practices in line with global standards, aiming at productivity gains and cost-efficiency.

Reporting

• Accurately prepare and submit reports and statements to meet company and departmental standards and policies.

Qualifications and Experience

• Bachelor's degree in Business, Information Technology, Administration, or a related discipline.
• Minimum of 5 years professional experience, with preference for 2-3 years in project or data center environments.

Skills and Competencies

• Proficiency with Document Management Systems (DMS) and computer applications such as Microsoft Office, DocuSign, Aconex, and related project software.
• Ability to identify and address document-related risks and bottlenecks effectively under senior management guidance.
• Strong verbal and written communication skills combined with analytical ability to locate and extract key information.
• Problem-solving skills paired with interpersonal acumen, critical thinking, and resourcefulness.
• Capability to work independently with minimal supervision, demonstrating self-motivation.
• Leadership in document management, control, and routing processes.
• Exceptional organizational skills and attention to detail.