Requirements
The Document Controller / Administrative & Store Coordinator role requires a Bachelor's degree or diploma in Business Administration, Information Management, Office Administration, or a related field, along with 8+ years of relevant experience in document control and/or project administration. Proficiency in Microsoft Office, document control procedures, and document management systems is essential. Experience in construction, engineering, or real estate development projects, particularly in Saudi Arabia, is highly preferred. The role involves managing project documentation, permits, office supplies, and storekeeping activities, ensuring compliance with company policies and local regulations.
Description
About the CompanyDAO is committed to excellence in project management and administration, focusing on delivering high-quality mixed-use developments in the Kingdom of Saudi Arabia.About the RoleThe Document Controller / Administrative & Store Coordinator is responsible for managing project documentation, document control processes, administrative requirements, permits, office supplies, and storekeeping activities for the project. The role ensures that all project records are properly controlled, maintained, distributed, and readily available while supporting the project team with administrative and operational requirements in accordance with DAO policies, project procedures, and applicable requirements in the Kingdom of Saudi Arabia.ResponsibilitiesDocument ControlMaintain and systematically organize all project-related documents, records, correspondence, and technical documentation to ensure proper filing, maintenance, and efficient retrieval.Implement and maintain the document control and document versioning procedures approved by DAO and applicable project requirements.Control and monitor all incoming and outgoing project documents, ensuring proper registration, distribution, tracking, and archiving.Ensure that documents are issued, distributed, and stored using the correct document numbering, revision, status, and approval procedures.Provide authorized personnel with requested documents, ensuring that the latest approved revision and date of issuance are clearly identified.Maintain accurate document registers, transmittals, logs, and distribution records.Ensure proper filing and archiving of project documentation throughout the project lifecycle, including both electronic and hard-copy records.Coordinate the preparation, compilation, packaging, and submission of project documents to clients, consultants, contractors, and other stakeholders.Monitor document submissions and follow up on outstanding or pending documentation.Permits & Authority CoordinationMaintain custody of project-related permit documentation and requirements.Coordinate and follow up on permit requirements from municipalities, engineering associations, government authorities, and other relevant entities in the Kingdom of Saudi Arabia.Maintain organized records of permits, approvals, certificates, and authority correspondence.Support the project team in ensuring that required documentation is available and properly maintained.Administrative SupportProvide administrative support to the project team and ensure the smooth operation of day-to-day office activities.Maintain administrative records, registers, forms, and correspondence.Prepare and update tables, lists, trackers, and reports related to project administration and document control.Coordinate printing, scanning, copying, binding, and other document-related requirements.Support project meetings through the preparation and distribution of required documents and records.Storekeeping & Office SuppliesManage office storekeeping activities and maintain accurate inventory records.Monitor stock levels and identify reorder points for office supplies, consumables, and other administrative materials.Coordinate replenishment and purchasing requirements in accordance with DAO policies and approved procedures.Support purchasing activities related to office and administrative requirements.Maintain proper records of received, issued, and remaining stock.Ensure that store items are properly organized, safely stored, and readily available when required.Conduct periodic inventory checks and report shortages, excess stock, or other discrepancies.Reporting & CompliancePrepare periodic reports related to document control, administrative activities, permits, procurement, and storekeeping.Ensure compliance with DAO policies, project procedures, client requirements, and applicable regulations and standards in Saudi Arabia.Maintain confidentiality and proper control of project and company information.Identify opportunities to improve document control, filing, administrative processes, and inventory management.General ResponsibilitiesCoordinate effectively with project managers, engineers, consultants, contractors, suppliers, and other project stakeholders.Ensure timely completion of assigned administrative and document control activities.Maintain a professional and organized working environment.Perform any other project-related duties and responsibilities as assigned by DAO management.QualificationsBachelor's degree or diploma in Business Administration, Information Management, Office Administration, or a related field is preferred.Relevant professional certification in Document Control, Records Management, or Project Administration is an advantage.Previous experience in document control and/or project administration within construction, engineering, consultancy, or real estate development projects.Experience in Mixed-Use Development projects is highly preferred.Experience working in the Kingdom of Saudi Arabia is preferred.Required Skills8+ years of relevant experience in document control, project administration, or a similar role.Experience managing large volumes of project documentation and correspondence.Familiarity with project documentation requirements and document control procedures.Experience coordinating with consultants, contractors, clients, and government authorities is an advantage.Preferred SkillsStrong knowledge of document control procedures and document management systems.Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.Experience with electronic document management systems and project collaboration platforms.Good knowledge of document numbering, revision control, transmittals, registers, and document tracking.Basic knowledge of inventory and store management procedures.Good reporting and data management skills.