Document Controller
il y a 4 jours
Job Purpose
The Document Controller is responsible for managing and maintaining all technical and administrative documentation within the Operations Department. This role ensures that all records are accurately processed, filed, and retrievable, supporting smooth operational workflows and compliance with company procedures.
Key Responsibilities
- Maintain and organize all technical and operational documents, ensuring proper filing and easy retrieval.
- Process and register incoming and outgoing documents, change notices, and site queries in line with internal documentation matrices and deadlines.
- Handle vendor and supplier documents in accordance with company procedures.
- Update and manage the electronic document management system (EDMS) to ensure accuracy and version control of all records.
- Maintain the Document Control Database to track document locations and integrity.
- Prepare and consolidate departmental performance reports for management review.
- Register and process supplier invoices following procurement and finance policies.
- Manage petty cash requirements in line with company procedures.
- Provide backup support for the Help Desk Coordinator when needed.
- Perform additional administrative and operational support tasks as assigned by the Property Manager or Operations Manager.
Internal & External Relationships
- Internal: Operations Department, Property Management, Finance, and other related departments.
- External: Service Providers, Vendors, and Suppliers.
Qualifications & Experience
Education: Minimum High School Graduate.
Professional certification in Administration or Document Control is an advantage.
Experience: Minimum of 3 years in a similar role, preferably within Facilities Management or the Hospitality sector.
Technical Skills:
Proficiency in MS Office applications (Word, Excel, Outlook).
Familiarity with electronic document management systems (EDMS).
Language: Proficiency in English (written and verbal).
Key Skills & Competencies
- Strong attention to detail and organizational skills.
- Excellent communication and interpersonal skills.
- Customer service–oriented with a proactive approach.
- Ability to maintain integrity, confidentiality, and accuracy under pressure.
- Adaptability and composure in high-demand operational environments.
Core Competencies
- Core: Attention to Detail, Customer Orientation, Initiative, Integrity, Adaptability.
- Functional: Organizational Awareness, Self-Control, Interpersonal Understanding.
Key Performance Indicators (KPIs)
- Accuracy and timeliness of document updates and filing.
- Compliance with document control procedures.
- Responsiveness to operational and departmental documentation requests.
- Quality and reliability of reporting.
Job Challenges
- Managing multiple operational documentation demands under tight timelines.
- Ensuring alignment between corporate documentation standards and cross-departmental requirements.
- Maintaining focus and accuracy under pressure.
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