Document Controller

Role overview

The Document Controller will oversee the handling, organization, protection, and availability of company records so information remains accurate, secure, and easy to retrieve. This role supports smooth day-to-day operations by making sure documents are processed, stored, circulated, and managed in line with Khidmah’s document control systems, internal policies, and compliance standards.

Document control and records management

• Deliver administrative and document-control assistance to the Document Control Department and the Line Manager.
• Create, allocate, and track reference numbers for all Khidmah correspondence according to approved procedures.
• Keep document storage well-ordered and controlled so records remain accurate, traceable, and readily accessible.
• Carry out precise data entry, scanning, indexing, processing, and filing across different document types.
• Use the Electronic Document Management System properly and upload records within the required timelines.

Coordination and document distribution

• Collect, review, and route incoming and outgoing mail to the relevant departments without delay.
• Liaise with internal teams to send documents to external parties when needed.
• Make sure documents are issued, monitored, and acknowledged according to document control expectations.
• Build and sustain productive working relationships with employees, clients, and other stakeholders.

Compliance, policies, and controls

• Follow Khidmah’s policies, procedures, and document control standards at all times.
• Handle official and sensitive information with a strict focus on confidentiality and integrity.
• Maintain master sheets, logs, and registers that support tracking and document governance.

Administrative and operational support

• Provide broad administrative assistance to different departments as assigned.
• Support operational tasks connected to document handling and coordination.
• Where needed, help monitor and control daily movement records for drivers.
• Assist the Line Manager with reporting and other document-related administrative work.

Health, safety, and environmental obligations

All employees are expected to comply with Khidmah’s HSE policies, procedures, practices, and all applicable legal and statutory health, safety, and environmental requirements. Team members must stay familiar with updates, revisions, and new instructions issued by the HSE department and remain fully aligned with them.

Information security obligations

• Comply with Khidmah’s information security policies.
• Understand and carry out information security responsibilities.
• Ensure anyone handling sensitive company information has completed Security Awareness Training.
• Know how to report a security incident through the IT ServiceDesk or InfoSec.
• Do not disable the operating system firewall or antivirus protection.
• Use access accounts, privileges, and passwords only for authorized purposes and keep them protected.
• Accept responsibility for individual user accounts and maintain confidentiality.