Document Controller

Role purpose

Document management and records

• Receive, register, classify, and maintain incoming and outgoing documents; organize physical and electronic files and ensure documents are named, indexed, numbered, and stored.
• Track revisions, maintain registers and logs, monitor submission deadlines, follow up with staff, and remove or archive outdated, duplicate, or superseded documents.
• Maintain correspondence, policies, procedures, reports, agreements, staff files, student records, administrative records, and other official documents.
• Check documents are complete, signed, dated, and approved; retrieve them for authorized personnel and prepare records for inspections, audits, and management reviews.

Electronic systems and coordination

• Upload, scan, digitize, back up, and store documents in designated electronic systems; maintain folders, databases, spreadsheets, and document registers.
• Monitor access permissions and assist with improving electronic document management procedures.
• Receive, distribute, and track correspondence, circulars, memos, and notices; coordinate document collection and updates across departments.
• Follow up on pending approvals, signatures, submissions, and missing documents; prepare transmittals and track documents issued or received.
• Prepare and distribute official reports and administrative documents.

Compliance and administrative support

• Follow school policies, established procedures, and applicable Qatar regulations when handling documents.
• Maintain confidentiality of staff, student, financial, and other sensitive information; report missing documents, unauthorized access, or discrepancies to the line manager.
• Maintain records required for Ministry inspections and school accreditation; follow approved retention, archiving, and disposal policies.
• Prepare reports, presentations, registers, and document summaries; maintain stationery and document-related supplies where required.
• Support internal and external audits by providing requested records and perform other assigned document control and administrative duties.

Pay

• Pay is QAR 2,000–3,500 per month.

Work location

• Work location is in person.

Requirements

• Handle documents in accordance with school policies, established procedures, and applicable Qatar regulations.
• Maintain strict confidentiality of staff, student, financial, and other sensitive information.
• Ensure confidential documents are available only to authorized personnel.
• Maintain records required for Ministry inspections and school accreditation.
• Follow approved document retention, archiving, and disposal policies.