Document Controller

About the Role

Tuwaiq Casting & Forging Company is looking for a highly organized and detail-focused Document Controller to be a part of its Maintenance Division. Reporting directly to the Maintenance Director, this role is vital for ensuring the maintenance of orderly office environments, managing document control processes, handling essential administrative responsibilities, facilitating communication, and aiding operational and reporting functions within the maintenance team.

Key Responsibilities

• Comply with all Health, Safety & Environment (EHS) standards to uphold a secure workplace.
• Keep the working environment clean and orderly according to company policies.
• Assist in reporting workplace incidents and near misses and coordinate corrective measures following site inspections.
• Monitor the progress of reported EHS incidents and observations, producing status updates for maintenance staff.
• Manage inventory of office supplies, including stationery and tools, and initiate procurement through ERP when stocks run low.
• Organize and maintain the department’s filing and archiving systems.
• Coordinate visits from external parties, securing necessary approvals and managing logistics such as gate passes.
• Perform daily inspections of IT-related equipment like printers, scanners, and projectors; liaise with IT and contractors for repairs as needed.
• Schedule conference rooms and arrange virtual meetings as requested.
• Handle incoming calls and direct them appropriately within the maintenance department.
• Implement and sustain 5S organizational standards to foster an efficient workspace.
• Attend meetings on request, document Minutes of Meetings, and monitor action items.
• Offer support to new employees, guiding them on service access within the department.
• Maintain strong professional relationships with a diverse range of personnel.
• Distribute received items to department members and keep accurate records of distributions.
• Communicate approved general information to maintenance staff.
• Prepare and update document control checklists and employee directories.
• Assist in generating reports from ERP and other systems, ensuring timely submission to stakeholders.
• Track action items from Minutes of Meetings and follow up with responsible parties.
• Produce regular EHS reports on near misses and site audits, monitoring pending corrective actions.
• Compile and distribute periodic departmental reports within Tuwaiq Casting & Forging.

Required Qualifications & Experience

• Possess a technical certificate or diploma in Business Administration.
• Have between 5 and 6 years’ experience in administrative roles or document control, ideally within industrial sectors such as petrochemical, metals, or oil and gas.

Skills and Competencies

• Proven expertise in document control processes.
• Strong command of English, both spoken and written, with clear communication skills.
• Proficient in computer use, particularly Microsoft Office; certification in MS Office is advantageous.
• Certification as an Administrative Assistant is a plus.
• Familiarity with ERP systems is beneficial.