Document Controller

About the role

The Document Controller performs day-to-day tasks for the MATAR Document Control Office in Doha, Qatar, maintaining all incoming and outgoing operational and project documentation for the MATAR Management department. The role ensures timely and accurate record keeping, tracking and distribution of documents while supporting the team in implementing document control templates, processes and procedures, and safeguarding the accuracy, accessibility and security of the organization's documentation in line with internal policies and regulatory standards.

Key responsibilities

• Maintain and update physical and electronic document management systems and registers, and implement standardized document numbering systems.
• Track and monitor document submissions by internal and external stakeholders, and follow up on pending documents.
• Perform quality checks on document accuracy, completeness and version control before filing and distribution.
• Log, classify, index and store documents so they can be retrieved efficiently and provide a clear audit trail.
• Distribute controlled documents according to approval workflows and distribution matrices, and coordinate document review, approval and release.
• Maintain secure archives for active and inactive records, with redundancy and backup.
• Support internal and external audits, report nonconformances to the Document Control Management, and assist line managers in process improvement.
• Provide technical support to departments, resolve document queries, train junior staff and generate periodic reports on document control activities.
• Coordinate document translation when required and support document control compliance with retention policies and regulatory standards.

Required profile

• High school qualification with at least 2 years of job-related experience, or a Bachelor's degree with at least 1 year of experience; 3 to 4 years preferred.
• Experience in administrative, personal assistance, secretarial, clerical or data entry and document controlling functions.
• Good spoken and written business English; basic Arabic reading is preferred.
• Ability to work with minimum supervision, in cross-cultural and dynamic environments, and to maintain confidentiality.

Required skills

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Knowledge of databases, Excel registers, document management and filing systems.
• Preferred: basic knowledge of EDMS such as SharePoint, Aconex, Primavera, E-Docs or Autodesk, and of MS Publisher.