Document Controller

Role Purpose:

The employee should be detail-oriented and organized Document Controller to manage, organize, and maintain our documentation processes effectively. The ideal candidate will ensure that all documents are up to date, accurately filed, and easily accessible to authorized personnel

Key Task and Responsibilities:

Maintain and update documents, records, and data management systems to ensure efficient document retrieval.
Control the distribution of documents, ensuring all stakeholders receive the latest revisions.
Review and check documents for accuracy and compliance with organizational standards.
Create and maintain a comprehensive document control system for technical and non-technical documents.
Collaborate with various departments to ensure proper document control and archiving practices.
Handle requests for documentation from internal and external stakeholders.
Ensure the confidentiality and security of sensitive information.
Assist in the preparation of reports, documentation audits, and compliance checks.
Develop and implement document control procedures to improve efficiency and accessibility.
Support project teams with document-related queries and issues..

Utility Bills:
Manage the timely processing and payment of utility bills.( DEWA, SEWA, FEWA, DIP AND EMICOOL)
Verify the accuracy of utility bills and reconcile them with usage records.
Record utility expenses in the accounting system.

Specific Activities:
ENOC, GE, and SSI Excel working
PRO petty cash working and vouchers
ETISALAT working and vouchers
Cheque printing, writing, and releasing for all entities, including bespoke needs
Filing, scanning, and maintaining received invoices in Excel
Supplier-SOA reconciliation for audits and fulfilling auditor requirements
Verifying vendor balances before releasing cheques
Mailing SOAs to vendors and managing cheque collection
Managing miscellaneous tasks like file management and administrative duties
Preparing PV vouchers and maintaining vendor listings
Verifying petty cash vouchers for all entities and booking for KI.

Intercompany Transactions and Reconciliations:
Record intercompany transactions accurately and in a timely manner.
Perform monthly reconciliations of intercompany accounts to ensure balances are accurate.
Resolve any discrepancies identified during reconciliations within that month.

Supplier Reconciliation:
Conduct monthly reconciliations of supplier statements with accounting records.
Investigate and resolve discrepancies between supplier statements and accounting records.
Maintain accurate records of supplier reconciliations.
Resolve any discrepancies in SOAs in collaboration with the vendor, procurement and operations departments.

Ad-Hoc Financial Tasks:
Assist in the preparation of financial reports and analyses as required.
Support the finance team with audits, budgeting, and forecasting activities.
Perform any other financial tasks assigned by the Finance Manager or Senior Accountant.

Experience, Knowledge and Skills:

• Bachelor’s degree in business administration, Information Management, or a related field.
• 5-7 years of work experience, preferably in the UAE market.
• Strong organizational and multitasking abilities.
• Excellent attention to detail and accuracy.
• Effective communication and interpersonal skills.