Document controller executive is responsible for supporting the maintenance and continuous improvement of the Document Control System in order to support the overall quality systems. This position will assist in processing and routing quality documentation, in record retention through maintaining internal and external archive files, and other document control processes as required. The Assistant will assist in the maintenance of policies and standard operating procedures to ensure regulatory compliance with standards, guidelines and regulations in one hand, in the other hand the report preparation executive also is important in operation process because through the report you can keep the operation in smooth mode and under controlling, especially it help by monitoring the daily activity and updating all relevant parties on daily basis and informing them about all activity , events , accident and issues will occur in Taxi service process.
•Process documentation changes through assisting in document changes and document distribution.
•Assist in maintaining physical inventory of document control file rooms and external archives, as required.
•File and maintain records for easy retrieval and in accordance with established policies, procedures and regulatory requirements.
•Audit document control procedures to assist in process improvements for document control system.
•Support maintenance of training records by filing, and updating records for each employee for quality system training and other required elements of a quality system training record, as required by the overall quality system.
•Keeping all files in both formats (word and PDF or excel and PDF or other format and PDF).
•Recording and saving all files on hard and soft copy.
•Recognizing different topics files in different and separate folders in hard and soft copy.
•Keeping the 3rd copy on hard disc in order to avoid the opportunity of losing and damaging the files.
•Preparing the daily report for all departments and all activities separately.
•The report preparation should include all information in detail.
•Collecting data from the responsible persons and department.
•Using the proper list and standard format for report preparation including the company Logo.
•Using the company official email.
•Responsible for arranging a final copy of report in English Language and in case if the draft is in another language!! He or she translated in English before sending it.
Skills & Requirements:
High school diploma or equivalent required; prefer Bachelor's Degree in Scientific/Technical field
Skills and experience:
•Strong off-site storage management experience preferred.
•Experience with document management system.
•Proficient using Word and Excel applications and Windows operating system and demonstrated ability with database applications.
•Must be able to work effectively in a fast paced, team oriented environment.
•Ability to work independently with minimal supervision and to work independently with multiple departments to resolve Document Control issues.
•Data entry with high level of accuracy.
•Strong verbal and written communication skills.
•Good experience in list preparation and language translation.
-Collecting the data on daily basis from the responsible departments.
-Preparing a formal list as mentioned above.
-Sending the daily report for each project and departments separately.
-In each email should mention the subject of report and project name and date like (daily report for airport operation for 11-12-2017).
-Sending the final copy for General Manager and other related person and departments which allocate by General Manager later.