Document Controller

Overview

Tuwaiq Casting & Forging Company is looking for a meticulous and organized Document Controller to join its Maintenance Division in Ras Al Khair, Eastern, Saudi Arabia. This position reports directly to the Maintenance Director and is crucial for ensuring a systematic and efficient office environment to support maintenance operations.

Key Responsibilities

• Observe all Health, Safety & Environment (EHS) policies to maintain a secure workplace, including cleanliness adherence, reporting incidents and near misses, coordinating corrective actions, and updating status reports for maintenance staff.
• Manage office documentation and supplies by maintaining inventory of stationery and tools, coordinating reordering through procurement with the ERP system, and organizing department filing and archiving systems.
• Coordinate visits of external representatives, arrange necessary gate passes and logistics upon approval, oversee IT equipment functionality with repair arrangements, and manage meeting room bookings including virtual meetings.
• Serve as the primary contact for the maintenance department by handling incoming calls and ensuring proper message distribution.
• Implement and sustain 5S workplace standards to enhance productivity and orderliness within the designated area.
• Support HR-related tasks such as attending meetings, preparing minutes, assisting new hires in service access, fostering positive work relationships, distributing received items to staff with record keeping, and circulating approved general communications.
• Generate and update essential documentation like document control checklists and employee directories; extract data and compile reports using ERP or other systems to meet submission deadlines.
• Issue minutes of meetings, track action items with stakeholders, and provide regular EHS near miss reports and audit summaries, ensuring follow-up on pending actions.
• Aggregate and disseminate periodic departmental reports to relevant internal departments and personnel within the company.

Qualifications and Experience

• Possess a technical certificate or diploma in Business Administration.
• Have 5 to 6 years of experience in administration or document control in industrial settings, ideally within petrochemical, metals, or oil and gas industries.
• Demonstrate proficient document control abilities.
• Exhibit strong command of English language both written and spoken for interpreting and communicating information effectively.
• Be computer literate with proficiency in MS Office; certification in MS Office or as an Administrative Assistant is desirable.
• Familiarity with ERP systems is considered an advantage.