Document Controller

We are seeking a highly organised and detail-oriented Document Controller to manage, control and maintain operational, technical and administrative documentation within a Facilities Management environment. The successful candidate will be responsible for ensuring that documents are properly recorded, classified, distributed, tracked, archived and retrieved while maintaining document accuracy, version control and confidentiality. The position will work closely with FM Operations, Engineering, HSE, Quality, Procurement, Commercial teams, clients, contractors and service providers. Key Responsibilities: Document Control & Records Management • Manage the receipt, registration, distribution, filing and archiving of all incoming and outgoing documents. • Maintain an organised electronic and physical document filing system. • Ensure documents are properly indexed, numbered, classified and stored for easy retrieval. • Maintain up-to-date document registers, drawing registers, correspondence logs and transmittal records . • Ensure only the latest approved revisions of documents are available to relevant stakeholders. • Track document revisions and maintain proper version control . • Identify obsolete or superseded documents and ensure they are appropriately archived. • Maintain confidentiality and appropriate access controls for sensitive documentation. • Regularly review document registers to ensure records are complete and up to date. FM & Technical Documentation • Maintain Facilities Management operational and technical records, including: • PPM records and schedules • Corrective and reactive maintenance records • Work orders and job cards • Asset documentation • Equipment manuals and O&M manuals • Technical reports • Inspection and testing records • Method statements and risk assessments • HSE documentation • Permits and certificates • Contractor and subcontractor documentation • Quotations, purchase-related documentation and supporting records • Service reports and completion reports • Audit and compliance documents • Coordinate with FM and engineering teams to ensure required documents are submitted, reviewed, approved and properly filed. • Track outstanding documentation and follow up with responsible teams, vendors and contractors. Correspondence & Submittals • Prepare and maintain logs for incoming and outgoing correspondence. • Coordinate document submissions and transmittals between internal teams, clients, consultants, contractors and suppliers. • Track documents requiring review, approval, comments or resubmission. • Monitor pending documents and follow up to ensure timely closure. • Ensure approved documentation is distributed to the relevant departments and stakeholders. Reporting & Administrative Support • Prepare regular document-control status reports and outstanding-document trackers. • Support the FM team in compiling monthly reports and client submissions. • Assist in preparing documentation required for internal and external audits. • Maintain records required for operational reviews and contract compliance. • Support mobilisation and demobilisation activities by organising project/site documentation and handover records. • Assist operations teams with administrative coordination, filing, scanning, printing and document retrieval when required. • Diploma or Bachelor's degree in Business Administration, Document Management, Engineering, Facilities Management or a related field . • Preferably 2–5 years of experience in document control, administration or project documentation. • Previous experience within Facilities Management, construction, MEP, property management or engineering services is highly preferred. • UAE/GCC experience will be an advantage. • Strong knowledge of document-control principles, filing systems, document numbering and revision control. • Good working knowledge of Microsoft Word, Excel, Outlook and PowerPoint . • Experience with electronic Document Management Systems (DMS/EDMS) and SharePoint-type environments is advantageous. • Ability to maintain large volumes of documentation accurately and systematically. • Good written and verbal communication skills in English. • Strong attention to detail with excellent organisational and follow-up abilities. • Ability to manage multiple priorities and meet deadlines in a fast-paced FM environment.