Document Controller

About the job

The Document Controller is responsible for managing, controlling, and maintaining organizational documents to ensure accuracy, confidentiality, and timely availability. The role supports effective operations by ensuring all documentation is systematically processed, stored, and distributed in alignment with Khidmah’s document management systems, policies, and compliance requirements.

Document Control & Records Management

• Provide general administrative and document control support to the Document Control Department and the Line Manager.

• Generate, assign, and manage reference numbers for all Khidmah correspondence in accordance with approved procedures.

• Maintain, organize, and control document storage to ensure accuracy, traceability, and timely retrieval.

• Perform accurate data entry, processing, scanning, indexing, and filing of all types of documents.

• Ensure proper utilization of the Electronic Document Management System and timely upload of all records.

Coordination & Document Distribution

• Receive, check, and distribute incoming and outgoing mail to the concerned departments in a timely manner.

• Coordinate with internal departments to transmit documents to external entities as required.

• Ensure documents are delivered, tracked, and acknowledged in line with document control requirements.

• Foster and maintain effective working relationships with employees, clients, and relevant stakeholders.

Compliance, Policies & Controls

• Ensure strict adherence to Khidmah policies, procedures, and document control standards.

• Always maintain confidentiality and integrity of official and sensitive information.

• Prepare and maintain master sheets, logs, and registers to support document tracking and control.

Administrative & Operational Support

• Provide full administrative support to various departments as assigned.

• Support operational activities related to document handling and coordination.

• Assist with controlling and monitoring drivers’ daily movement records where required.

• Support the Line Manager with document-related reporting and administrative tasks.

Occupational and workplace Health and Safety responsibilities:

• In addition to all job specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduce new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.

Information Security responsibilities:

• Comply with Khidmah Information Security Policies

• Be aware of and fulfil their information security responsibilities

• Ensure whoever handles sensitive company information have taken the Security Awareness Training

• Know how to report a security incident (to IT ServiceDesk or InfoSec).

• Not Disable his/her OS firewall and/or Antivirus

• Restrict use to authorized purposes, Protect access accounts, privileges and associated passwords.

• Accept accountability of his/her individual user accounts, and maintain confidentiality