Document Controller

Role Summary The Document Controller owns how JOIN Solutions creates, reviews, approves, stores, shares and retires its business documents in Saudi Arabia. The role keeps every controlled document accurate, current, traceable and audit-ready, so teams always work from the right version and JOIN can show evidence to clients, auditors and regulators on request. Key Responsibilities • Maintain JOIN's document control procedure, numbering convention, templates and folder structure across shared drives and the document management system (DMS). • Register every controlled document in the master document register with owner, version, status, approval date and next review date. • Apply strict version and revision control so only the latest approved version is in use, and superseded versions are withdrawn and archived. • Set and maintain access permissions by role, in coordination with IT, so confidential documents are only visible to authorized staff. • Run the review and approval workflow for policies, SOPs, forms, contracts, project deliverables, and client documents. • Check documents for completeness, correct template, numbering, formatting and required signatures before release. • Distribute approved documents to the right internal teams, clients and partners, and keep transmittal records. • Track pending reviews and overdue approvals, and follow up with document owners until closed. • Control project documentation for client implementations: proposals, scopes of work, project plans, change requests, handover packs and sign-off certificates. • Maintain transmittal logs and client correspondence registers for each project. • Prepare complete documentation packs for tenders and RFP submissions, including company profile, certificates, licences and compliance documents, with Sales. • Ensure client-facing documents follow JOIN branding and bilingual (Arabic / English) requirements where needed. • Apply JOIN's retention schedule to physical and electronic records, in line with Saudi regulatory and contractual requirements. • Maintain secure archives, both digital and physical, with fast retrieval of any record on request. • Coordinate secure disposal of records that have reached end of retention, with documented approval. • Support data protection obligations under the Saudi Personal Data Protection Law (PDPL) when handling documents containing personal data. • Keep company legal and statutory documents current and tracked for expiry: Commercial Registration, Chamber of Commerce, Zakat & VAT certificates, municipal licences and other permits. • Prepare evidence and document packs for internal audits, client audits and external reviews, and track corrective actions to closure. • Run periodic document compliance checks and report gaps to the Head of Shared Services. F. • Produce a monthly document control report: register status, overdue reviews, expiring licences and audit findings.

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Maintain JOIN's document control procedure, numbering convention, templates and folder structure across shared drives and the document management system (DMS). Register every controlled document in the master document register with owner, version, status, approval date and next review date. Apply strict version and revision control so only the latest approved version is in use, and superseded versions are withdrawn and archived. Set and maintain access permissions by role, in coordination with IT, so confidential documents are only visible to authorized staff. Run the review and approval workflow for policies, SOPs, forms, contracts, project deliverables, and client documents. Check documents for completeness, correct template, numbering, formatting and required signatures before release. Distribute approved documents to the right internal teams, clients and partners, and keep transmittal records. Track pending reviews and overdue approvals, and follow up with document owners until closed. Control project documentation for client implementations: proposals, scopes of work, project plans, change requests, handover packs and sign-off certificates. Maintain transmittal logs and client correspondence registers for each project. Prepare complete documentation packs for tenders and RFP submissions, including company profile, certificates, licences and compliance documents, with Sales. Ensure client-facing documents follow JOIN branding and bilingual (Arabic / English) requirements where needed. Apply JOIN's retention schedule to physical and electronic records, in line with Saudi regulatory and contractual requirements. Maintain secure archives, both digital and physical, with fast retrieval of any record on request. Coordinate secure disposal of records that have reached end of retention, with documented approval. Support data protection obligations under the Saudi Personal Data Protection Law (PDPL) when handling documents containing personal data. Keep company legal and statutory documents current and tracked for expiry: Commercial Registration, Chamber of Commerce, Zakat & VAT certificates, municipal licences and other permits. Prepare evidence and document packs for internal audits, client audits and external reviews, and track corrective actions to closure. Run periodic document compliance checks and report gaps to the Head of Shared Services. F. Produce a monthly document control report: register status, overdue reviews, expiring licences and audit findings.