Document Controller

About the Company

Dar Al Omran (DAO) specializes in delivering premier mixed-use development projects within the Kingdom of Saudi Arabia, upholding standards of superior project management and administration.

Role Overview

The position of Document Controller and Administrative & Store Coordinator involves overseeing all facets of project documentation management and control, handling administrative tasks, coordinating permits, managing office supplies, and administering storekeeping functions. This role guarantees that project documentation is well-organized, accessible, and distributed accordingly, while supporting the project team in line with DAO policies, project procedures, and the Kingdom's regulatory framework.

Key Responsibilities

• Organize and maintain all technical and project-related documents to facilitate efficient filing and retrieval processes.
• Ensure strict adherence to DAO-approved document control methodologies, including versioning and approval workflows.
• Manage the registration, distribution, tracking, and archiving of all incoming and outgoing project documents.
• Guarantee issuance and storage comply with document numbering, revision, and status protocols.
• Provide authorized personnel with the most current and approved document versions promptly.
• Keep meticulous records of document registers, transmittals, logs, and distribution activities.
• Coordinate and compile documentation packages for clients, consultants, contractors, and stakeholders, ensuring timely submissions.
• Maintain custody and records of all permit-related documents, coordinating with governmental and municipal authorities to secure required permits, approvals, and certificates.
• Deliver administrative support to facilitate smooth day-to-day operations, including maintaining records, preparing reports, and managing correspondence.
• Oversee office storekeeping by managing inventories, monitoring supplies stock levels, coordinating procurement per DAO policies, and conducting regular inventory audits.
• Prepare comprehensive periodic reports covering document control, administrative functions, permit coordination, procurement, and store operations.
• Ensure all processes comply with DAO policies, project standards, and applicable Saudi Arabian regulations, safeguarding confidentiality and data security.
• Collaborate effectively with project managers, engineers, consultants, suppliers, and contractors to meet project objectives efficiently.
• Proactively identify and implement improvements in documentation, administrative workflows, and inventory management.
• Undertake additional duties as directed by DAO management to support project success.

Qualifications and Experience

• Bachelor’s degree or diploma in Business Administration, Information Management, Office Administration, or related discipline preferred.
• Professional certification in Document Control, Records Management, or Project Administration considered an advantage.
• Extensive experience (over eight years) in document control and project administration, especially within construction, engineering, consultancy, or real estate development sectors.
• Prior involvement with mixed-use development projects and familiarity with Saudi Arabian working environments is highly desirable.

Technical Skills

• Comprehensive understanding of document control and management systems.
• Solid proficiency in Microsoft Office applications such as Excel, Word, and Outlook.
• Experience with electronic document management platforms and project collaboration tools.
• Knowledge of document numbering schemes, revision controls, transmittals, and documentation tracking methods.
• Basic expertise in inventory and store management practices.
• Strong data handling and reporting capabilities.