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We are seeking an experienced Document Controller to manage procurement and contract documentation within our Procurement Department. The successful candidate will maintain accurate records, control document submissions and revisions, track approvals, and coordinate with suppliers, subcontractors, and internal teams.

Applicants must have at least 5 years of GCC experience specifically as a Document Controller, with relevant experience handling procurement and contract documents.

Key Responsibilities

• Establish and maintain an organized document control system for procurement and contract records, ensuring accuracy, traceability, confidentiality, and easy retrieval.
• Register, classify, distribute, file, and archive documents in accordance with company procedures and approved numbering systems.
• Maintain procurement records, including purchase requisitions, Requests for Quotation (RFQs), supplier quotations, bid comparisons, purchase orders, delivery notes, and related correspondence.
• Maintain controlled copies of contracts, subcontract agreements, amendments, variations, Letters of Intent (LOIs), and supporting documents.
• Track document revisions and ensure that only current, approved versions are issued for use.
• Coordinate document review and approval workflows, following up with the relevant departments to avoid delays.
• Prepare and maintain document registers, transmittals, correspondence logs, procurement trackers, and contract registers.
• Check documents for completeness, correct references, required attachments, and authorized approvals before circulation or filing.
• Coordinate with procurement officers, contract personnel, project teams, finance, suppliers, and subcontractors to obtain outstanding documentation.
• Track contract signing status, validity dates, renewal deadlines, and supporting documents such as guarantees, insurance certificates, and warranties, escalating upcoming deadlines to the responsible personnel.
• Maintain supplier and subcontractor records, including registration documents, prequalification submissions, and approved vendor information.
• Support invoice processing by retrieving and organizing purchase orders, delivery records, and other supporting documents required by Finance.
• Record and distribute meeting minutes and follow up on documentation-related action items.
• Prepare regular reports on document status, pending approvals, missing records, and overdue submissions.
• Support internal and external audits by providing complete, accurate, and accessible records.
• Maintain electronic and physical archives, including procurement and contract closeout files, in line with company retention procedures.

Qualifications and Experience

• Diploma or bachelor’s degree in Business Administration, Supply Chain Management, Procurement, Records Management, or a related discipline.
• Minimum 5 years of GCC experience in a Document Controller role is mandatory.
• Relevant experience supporting a Procurement or Contracts Department and handling procurement and contractual documentation.
• Good understanding of procurement workflows, document approval processes, and contract document control.
• Experience within construction, contracting, facilities management, engineering, or a related project-based industry is preferred.
• Hands-on experience using an Electronic Document Management System (EDMS), such as Aconex, SharePoint, or an equivalent platform.
• Familiarity with ERP procurement modules, such as Microsoft Dynamics, SAP, or Oracle, is an advantage.
• Document control or records management training/certification is an advantage.

Required Skills

• Strong knowledge of document numbering, revision control, transmittals, registers, filing, and archiving.
• Proficiency in Microsoft Excel, Word, Outlook, and PDF document management tools.
• Ability to maintain accurate trackers and prepare clear status reports.
• Excellent attention to detail and strong organizational skills.
• Effective communication and coordination with internal teams and external parties.
• Good command of written and spoken English.
• Ability to manage multiple priorities, meet deadlines, and handle confidential commercial information professionally.

Work Location: In person