Document Controller

Description

Tuwaiq Casting & Forging is seeking an organised and detail-oriented Document Controller to join the Maintenance Division. Reporting to the Maintenance Director, this role is responsible for maintaining efficient and organised office environments, including tracking and controlling documents, handling administrative duties, directing communications, and supporting the maintenance department's operational and reporting needs.

Key Responsibilities

Health, Safety & Environment (EHS)

• Adhere to EHS regulations and guidelines to maintain a safe working environment
• Maintain workplace cleanliness and order in line with company standards at all times
• Contribute to reporting near misses and incidents, and coordinate corrective site inspection observations
• Track and obtain updates on reported EHS near misses, incidents, and site inspection observations, and publish status reports to the relevant maintenance organisation staff.
  
  

Office Documentation & Support

• Oversee all office supplies inventory, including stationery and tools, and coordinate re-ordering of low-stock items through Procurement via the ERP system
• Establish and maintain the department filing system with proper archiving
• Coordinate department visits by external representatives and, once approved, arrange gate pass authorisations and all required logistics
• Perform daily checks on IT equipment functionality including printers, scanners, and projectors, and coordinate repairs with IT and third-party contractors as required
• Administer conference and meeting room bookings and arrange virtual meetings as requested
• Receive and direct incoming calls for the maintenance department to the appropriate personnel
• Implement and maintain 5S standards in the designated area to support a productive workplace.
  
  

HR & Employee Support

• Attend meetings as requested and prepare Minutes of Meeting (MoM)
• Support newly hired staff and guide them on how to access or request available services
• Develop and maintain effective and positive working relationships with a wide range of personnel
• Distribute items received to department staff and maintain records of all received items
• Communicate approved general messages to department staff.
  
  

Reports Generation

• Ensure document control checklists and reports, including the employee directory list, are prepared and kept up to date
• Support the generation of reports as requested from ERP or other systems and ensure timely submission
• Issue MoM and track actions with all relevant owners and stakeholders
• Issue periodic EHS near miss reports and site observation audits, and track near-due actions with responsible owners
• Consolidate periodic department reports and issue them to the relevant departments and staff within Tuwaiq Casting & Forging.
  
  

Requirements

Education & Experience

• Technical certificate or diploma in Business Administration
• 5–6 years of experience in administration or document control within an industrial environment, preferably in the petrochemical, metals, or oil and gas sectors.
  
  

Technical Competencies

• Strong document control skills
• Proficiency in English, both oral and written, with the ability to read, interpret, and communicate information clearly
• Computer literacy; MS Office certification is an advantage
• Certification as an Administrative Assistant is an advantage
• Knowledge of ERP systems is beneficial.