Documents Controller - Facilities service

Job Description: Document Controller **Department:** Facilities Management Consultancy / Facilities Management **Location:** Anywhere in the Kingdom of Saudi Arabia (KSA) **Reports To:** Facilities Manager / Project Manager Job Purpose The Document Controller is responsible for managing, organizing, tracking, and maintaining all documentation related to Facilities Management (FM) projects and operations. The role ensures that technical documents, maintenance records, contracts, drawings, reports, and compliance documents are accurately recorded, updated, approved, distributed, and archived in accordance with company procedures, client requirements, and applicable quality standards. Key Responsibilities * Establish and maintain an organized document control system for all Facilities Management projects and operational activities. * Receive, register, classify, distribute, track, and archive incoming and outgoing documents, ensuring proper document numbering and revision control. * Maintain and update FM documentation, including preventive and corrective maintenance records, work orders, asset registers, inspection reports, technical drawings, and Operation \& Maintenance (O\&M) manuals. * Coordinate with Facilities Managers, engineers, maintenance teams, subcontractors, suppliers, consultants, and clients to ensure timely submission and approval of required documents. * Maintain document registers, correspondence logs, transmittals, approval trackers, and document distribution records. * Monitor pending submissions, document reviews, approvals, and outstanding actions, following up with the concerned stakeholders to meet deadlines. * Ensure the latest approved versions of documents are available to authorized personnel and that obsolete or superseded documents are properly controlled. * Maintain HSE documentation, risk assessments, method statements, permits, inspection certificates, quality records, and other compliance\-related documents. * Support the preparation and submission of daily, weekly, and monthly reports in accordance with client requirements and contractual Service Level Agreements (SLAs). * Ensure documentation is complete, accurate, properly indexed, and readily accessible for internal and external audits. * Maintain electronic and physical filing systems and ensure the confidentiality, security, and integrity of company and client records. * Support project mobilization, operational documentation, handover, and project closeout activities. * Identify opportunities to improve document control procedures, reporting accuracy, and information management processes. Qualifications and Experience * Diploma or Bachelor’s degree in Business Administration, Engineering, Information Management, or a related discipline. * Minimum 3–5 years of experience in document control, preferably within Facilities Management, property management, construction, engineering, or FM consultancy. * Previous experience in Saudi Arabia or the GCC is preferred. * Experience handling technical, operational, maintenance, and compliance documentation. * Familiarity with document management systems (DMS/EDMS), SharePoint, CAFM/CMMS platforms, or ERP systems is an advantage. * Good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook. * Knowledge of document control procedures, revision management, document registers, approval workflows, and archiving practices. * Familiarity with ISO 9001 quality management documentation and ISO 41001 Facilities Management systems is an advantage. Key Skills and Competencies * Excellent organizational and document management skills. * Strong attention to detail and accuracy. * Effective communication and coordination skills. * Ability to manage multiple priorities and meet strict deadlines. * Strong follow\-up, record\-keeping, and reporting skills. * Ability to work collaboratively with technical and non\-technical teams. * High level of confidentiality, accountability, and professionalism. * Good written and spoken English; Arabic language skills are an advantage. Preferred Candidate Profile The ideal candidate will have hands\-on experience managing documentation for Facilities Management operations or consultancy projects, with a strong understanding of technical records, maintenance documentation, compliance requirements, and document approval workflows. Candidates with experience supporting FM contracts, client reporting, audits, and digital document management systems will be preferred. Pay: ﷼10,000\.00 \- ﷼12,000\.00 per month Application Question(s): * do you have experience with Facilities management co as documents controller ? Experience: * documents controller: 10 years (Required) Work Location: In person