Document Controller - Jordan Oil Terminals Company

The Document Controller is responsible for maintaining and managing all documents for the maintenance department. This includes ensuring the proper documentation, storage, and retrieval of all records, as well as supporting the Planning Engineer in ensuring all maintenance documentation is accurate and up-to-date.

JOB DESCRIPTION / Main Tasks & Duties

ROLE AND RESPONSIBILITIES

The Document Controller is responsible for conducting the following tasks:

Maintain and update all maintenance documents, records, and files in an organized manner.
Ensure all documentation complies with the company's quality standards.
Assist the Planning Engineer in preparing and maintaining preventive maintenance records for Mechanical, Electrical & Instrumentation departments.
Track and manage the distribution of documents to relevant departments and personnel.
Record daily activities, maintenance request, memos, MOM’s,….. .
Ensure all maintenance requests and related documentation are properly archived and easily retrievable.
Prepare and maintain logs for all received and issued documents.
Support the procurement team by ensuring all documentation related to maintenance orders is complete and accurate.
Assist in the preparation of monthly maintenance reports.
Inspect/Receive documentation related to spare parts, tools, equipment, and consumables from suppliers and ensure proper record-keeping.
Assist in controlling store materials issuing/receiving and maintain records.
Collect and compile data necessary for long and short-term activity plans as directed by the Planning Engineer.
Identify and resolve any discrepancies in documentation.
Ensure all plans and documentation are updated/issued on a regular basis.
Analyze and summarize documentation activities and produce reports on progress.
Report any breaches of document control procedures to management.
Follow up on all matters relating to work to achieve the best performance possible.
Perform any other reasonable duties as may be assigned.

Qualifications

Bachelor’s degree in engineering, Business Administration, Science, or a related field (advanced certificate is a plus).
Minimum of 2 years of experience in document controlling.
Excellent communication skills (written and verbal) as well as organizational skills.
Proficiency in computer skills – MS Office, Office 365. (ERP Systems are plus).

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