Document Controller

We're Hiring: Document Controller

We are supporting our client by hiring an experienced Document Controller to join their team.

Job Purpose Summary:

The HR Document Controller is responsible for managing, organizing, and maintaining HR documentation and employee records in accordance with the company’s policies and document control standards. This role ensures that HR documents are properly stored, controlled, secured, and easily retrievable while maintaining confidentiality and supporting compliance with document retention and governance requirements.

Roles & Responsibilities:

• HR Records & Document Management:
  • Maintain and organize HR documentation and employee records in accordance with approved document control procedures.
  • Ensure employee files are properly structured, complete, and updated throughout the employee lifecycle.
  • Maintain both physical and electronic HR records in an organized and accessible format.
  • Ensure HR documents are properly classified, indexed, and archived in accordance with HR document retention policies.
  • Facilitate efficient retrieval of HR records when required by HR management.
• Employee File Administration:
  • Maintain individual employee personnel files and ensure all required employment documentation is properly recorded.
  • Monitor completeness of employee files and coordinate with HR staff to obtain missing documentation.
  • Update employee records to reflect administrative changes such as contract amendments or organizational updates.
  • Ensure employee records remain organized and compliant with HR documentation requirements.
• Document Security & Version Control:
  • Ensure confidentiality and secure handling of employee information and HR documentation.
  • Control access to sensitive HR records and ensure documents are shared only with authorized personnel.
  • Track document updates and ensure only approved versions of HR documents are in circulation.
• Audit Support & Document Governance:
  • Provide HR documentation support during internal and external audits.
  • Ensure HR records are properly maintained to meet compliance and regulatory requirements.
  • Maintain document registers and logs for HR documentation tracking.
  • Recommend improvements to HR document control processes and record management practices.

Skills:

• Technical / Functional Skills:
  • Knowledge of document control and records management practices.
  • Experience in managing physical and electronic document systems.
  • Familiarity with HR documentation and employee records management.
  • Understanding of document version control and approval workflows.
  • Proficiency in document management systems and MS Office tools.
  • Knowledge of compliance and audit documentation requirements.
• Professional Skills:
  • High level of attention to detail and accuracy.
  • Strong organizational and filing skills.
  • Ability to handle confidential information with integrity.
  • Good communication and coordination skills.
  • Ability to manage large volumes of documents efficiently.
  • Structured and process-oriented mindset.

Education:

Diploma or Bachelor’s degree in Business Administration, Information Management, Human Resources, or equivalent.

Certificates:

Preferred Certifications include:

• Document control or records management certification (advantage).

Computer Literacy:

• Computer literate.
• Proficiency in:
  • MS Office.
  • Document management systems.
  • HR systems (advantage).

Languages:

English fluent.
Arabic is preferred.

Experience

• 3–5 years of experience in document control, records management, or administrative support.
• Experience in HR or corporate environments is preferred.