A Document Controller plays a crucial role in managing, organizing, and securing company records and project documents. This position is especially significant in Riyadh, Saudi Arabia, where industries such as construction, oil and gas, engineering, and infrastructure are rapidly growing and demanding stringent document control.
As a result, the responsibilities of a Document Controller in Riyadh often align with international standards while also meeting specific regional requirements such as compliance with Saudi Arabian industry regulations.
Here’s an in-depth overview of the job description, duties, responsibilities, required skills, qualifications, and career pathways for Document Controllers in Riyadh.
Job Description or Summary
A Document Controller in Riyadh is responsible for organizing, maintaining, and safeguarding documents, including both physical files and digital records. This role ensures that important project documents, company policies, and contractual information are systematically managed and readily available when needed.
Document Controllers work closely with engineers, project managers, legal teams, and compliance officers to support smooth project workflows and regulatory adherence.
Key Duties and Responsibilities
Here are some duties and responsibilities:
1. Document Management and Filing System
Responsibility
A Document Controller is responsible for implementing and maintaining a standardized document management system that meets both company and regulatory requirements.
Duty or Daily Tasks
- Establish a digital and physical filing system.
- Ensure documents are categorized, indexed, and tagged accurately.
- Regularly update records and manage version control to avoid duplication or outdated documents.
Importance in Riyadh
With Riyadh’s increasing number of large-scale projects, it’s essential to maintain comprehensive documentation to track project timelines and completion milestones, making organized filing systems critical.
2. Document Security and Confidentiality
Responsibility
Protecting sensitive document information from unauthorized access is a top priority. Document Controllers are responsible for implementing security protocols to maintain confidentiality.
Duty or Daily Tasks
- Limit sensitive document access according to user roles.
- Manage digital access permissions for teams and external stakeholders.
- Ensure compliance with local data protection laws and company security policies.
Importance in Riyadh
Protecting intellectual property, contracts, and confidential data is vital, especially in sectors like finance and oil & gas, where Riyadh hosts several global and regional players.
3. Document Recovery and Accessibility
Responsibility
Efficient document recovery is essential to avoid project delays. Document Controllers must create systems that make it easy for team members to access information quickly.
Duty or Daily Tasks
- Implement search functions within digital document management systems.
- Respond to document access requests promptly.
- Ensure that only the latest versions of documents are accessible, reducing the risk of outdated information being used.
Importance in Riyadh
Major projects in Riyadh, such as NEOM and Vision 2030 initiatives, involve numerous stakeholders, making efficient document retrieval critical for timely decision-making.
4. Quality Control and Auditing
Responsibility
Document Controllers ensure all documents meet quality standards, following standard operating procedures (SOPs) and industry regulations.
Duty or Daily Tasks
- Regularly audit the document control system to ensure compliance with ISO standards.
- Review documents to ensure they meet company and regulatory standards.
- Collaborate with quality control and assurance teams to meet Saudi Arabian standards and ISO certifications.
Importance in Riyadh
Projects in Riyadh often need to comply with international quality standards, making rigorous quality control necessary for successful audits and inspections.
5. Collaboration and Communication
Responsibility
Document Controllers work across multiple departments and must maintain strong lines of communication to support efficient documentation and compliance.
Duty or Daily Tasks
- Collaborate with project managers, engineers, and legal teams to gather, organize, and update documents.
- Facilitate communication between departments for smooth information exchange.
- Assisted in document review sessions to ensure alignment with document expectations and updates.
Importance in Riyadh
Large infrastructure and development projects in Riyadh involve diverse stakeholders. Document Controllers ensure that teams are informed and aligned on document updates and processes.
6. Compliance with Regulatory Standards
Responsibility
In Riyadh, compliance with local and international standards is essential. Document Controllers must stay updated on Saudi Arabian regulations and ensure that all documentation meets these standards.
Duty or Daily Tasks
- Research and understand local regulatory requirements, such as those mandated by the Saudi Ministry of Labor and Social Development.
- Ensure document control procedures comply with government and industry regulations.
- Implement record-keeping policies that meet Saudi and international compliance standards.
Importance in Riyadh
Regulatory compliance is a high priority, especially in the construction and oil sectors. Non-compliance can lead to project delays or legal problems.
7. Training and Support for Staff
Responsibility
Document Controllers often train staff members on document management practices, ensuring team adherence to protocols.
Duty or Daily Tasks
- Train employees on how to use document control software and storage procedures.
- Conduct regular workshops to keep staff updated on new document management practices.
- Provide ongoing support for troubleshooting document control issues.
Importance in Riyadh
With many multinational companies setting up offices in Riyadh, effective training ensures that diverse teams follow consistent document management practices.
Read our complete blog on: Document Controller Salary in Saudi Arabia
Required Skills and Qualifications
Skills
- Organizational Skills: Efficient organization skills are key to managing a large volume of documents.
- Attention to Detail: Essential for maintaining accuracy, especially with critical documents.
- Technical Proficiency: Proficiency in document management software, such as Aconex, SharePoint, or Documentum, is often required.
- Knowledge of Compliance Standards: Understanding of Saudi Arabian and international regulatory requirements.
- Communication Skills: Ability to communicate and collaborate across departments and with senior management.
Qualifications
- Education: A bachelor’s degree in business administration, information management, or a related field is typically required.
- Experience: At least 3–5 years of experience in document control, especially in fields like construction, engineering, or oil and gas, is often preferred.
- Certifications: Certifications in document management systems, such as EDMS (Electronic Document Management Systems), are valuable, and ISO 9001 certification can be an advantage in industries with stringent quality standards.
Read our complete blog on: Document Controller Qualifications
Sample Job Description for a Document Controllers
Below is a sample job description template reflecting the key responsibilities and requirements for a document controller role in Saudi Arabia:
- Job Title: Document Controller
- Location: Riyadh, Saudi Arabia
Responsibilities:
- Manage all project documentation to ensure organized, secure, and accessible files.
- Implement and maintain document control procedures, adhering to ISO and Saudi regulatory standards.
- Collaborate with project teams to ensure timely and accurate document updates.
- Ensure compliance with local regulations, including confidentiality and data protection laws.
- Use document control software (Aconex, Procore, SAP) to track, archive, and manage files.
Qualifications:
- Bachelor’s degree in Engineering, Business Administration, or a similar field.
- Proficiency in Arabic and English.
- Experience with document management software and strong organizational skills.
This job description ensures that candidates are prepared for the responsibilities of document controllers in Saudi Arabia, providing both general requirements and region-specific qualifications.
Regional Industry Focus: Construction and Oil & Gas
Document controllers are in demand in specific industries in Riyadh, especially:
1. Construction Sector
Riyadh’s pioneering Vision 2030 projects, including NEOM and the Red Sea Project, have driven the need for document controllers to manage large volumes of project documentation.
2. Oil & Gas
Document controllers in the oil sector handle documents with high regulatory standards, ensuring that all documentation is accessible and compliant with safety protocols.
3. Public Sector and Government Projects
Many government projects in Riyadh require strict adherence to Saudi Project Management Office (PMO) guidelines, making documentation control critical for regulatory approval.
Career Growth Opportunities
In Riyadh, Document Controllers have opportunities to advance in various industries. With experience, they can progress to roles such as:
- Senior Document Controller
- Document Control Manager
- Project Manager
Industry-specific training and certifications also increase chances for career growth, particularly in sectors like construction and oil & gas.
Work Environment
Document Controllers in Riyadh typically work in an office environment, although site visits may be required, especially in construction or engineering. Working hours are generally aligned with standard business hours in Saudi Arabia, though occasional overtime may be required to meet project deadlines.
Conclusion
The role of a Document Controller in Riyadh, Saudi Arabia, is dynamic and essential for supporting industry growth, regulatory compliance, and quality control. With the Saudi government’s Vision 2030 initiative and an increasing focus on infrastructure, demand for skilled Document Controllers will likely grow.
This role is crucial in maintaining operational efficiency, ensuring project timelines, and fostering a well-organized work environment. As the business landscape in Riyadh continues to evolve, the role of Document Controllers will remain fundamental in keeping complex projects running smoothly.
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Our Certified translation office offers expert linguists proficient in both Arabic and English who understand Saudi Arabian legal requirements and industry-specific terminology. This accuracy not only supports regulatory adherence but also facilitates smooth collaboration across multinational teams and organizations, making certified translation services vital for official processes, contracts, and documentation in Riyadh.
