National TalentS Company
Document Controller Job Vacancy In Riyadh, Saudi Arabia
National Talents Company (TalentS) seeks a talented Document Controller for its Noor Riyadh Festival and Tuwaiq International Sculpture Symposium Operations Management team (FOM). The Document Controller will manage the document control for four contractors delivering Noor Riyadh / Tuwaiq International Sculpture Symposium. The role will involve a high level of collaboration with colleagues, external service providers, and a broad range of stakeholders.
This role has tremendous opportunity for senior-level professionals in a fast-paced environment and is particularly suitable for a driven bilingual Arabic/English candidate already working within the arts and culture, events and operations sectors.
This is a full-time, fixed-term position working remotely with regular visits to Riyadh required. Demonstrable senior-level experience within management is essential. Experience in festivals, arts and cultural sectors is preferred.
Key Accountabilities:
Reporting to the Program Manager, Executive Director and the Client (Royal Commission for Riyadh City), this role will involve the following duties and responsibilities:
Support all departments in producing and executing a world-class festival
Perform other tasks as they arise and as delegated by Management
Attend regular team meetings
Perform periodic performance appraisals for direct reports, if any, addressing and resolving any areas of concern, as well as clearly outlining long-term career objectives
Champion project document control standards, systems, processes and efficient flow of documentation.
Plan and implement document control standards, systems, processes internally and externally.
Ensure that document control standards, systems and processes are carried out in accordance with Talent’s contractual obligations as required by the Scope of Services and Specifications.
Coordinate and manage project document control from inception to completion
Create and maintain users on internal and project EDM and communication systems
Work with Client, consultant and contractors’ teams to understand their protocols and requirements and be their point of contact for all information exchange, sourcing and auditing queries.
Implementing thorough QA/QC procedure on all information being transmitted externally and liaising with internal and external teams to follow up on responses.
QA/QC all incoming information and ensure all information complies with project protocols and standards.
Monitoring of EDM systems, receipt and download of all formal and informal issues and distributing these internally to the teams and sub-consultants.
Completing the final process of reviewing drawings, documents and transmittals and attaching the relevant comments and submitting them back onto the project systems.
Maintain positive Client, Project Team, Stakeholder, Sub-Consultant, Contractor and Subcontractor relationships.
Track and chase outstanding RFIs responses.
Track and chase outstanding Technical Submittals responses.
Log instructions, instructions issued and received.
Organize and update project documents, records and registers.
Produce and collate project document schedules, trackers and reports as required by the Scope of Services and Specifications.
Archive project systems data at project Handover.
Support with quarterly Document Control / Project Administration health check assessments.
Contribute to the continual improvement and evolution of Talents documentation and methodology.
Assist with staff development as and when required relating to document control and site administration
Facilitate internal and external communications/ meetings, and record and distribute agreed actions.
Arrange printing as required.
Carry out operational tasks in an effective and timely manner.
Authorities Management (Tracking Authority / Authority Approvals)
Contractual / Cost Document Management (Invoices, variations, change management, insurances, employers instructions etc.
Create project specific procedures and Document management plan.
Weekly summary of activities to be referenced at bi-monthly audits/review
Weekly reports to be reviewed by DC and project lead.
Setting up of internal Document Control system
Professional Qualifications & Experience
Bachelors in related discipline required.
Experience working in GCC / Middle East is preferred
Experience working with government organisations is preferred
Skills & Qualities:
English: Fluent (required)
Arabic: Fluent (required)
Demonstrable competency in Microsoft suite softwares – Word, Excel, Powerpoint, etc.
Comfortable using or adapting to new technologies, and familiarity with Monday.com and/or Slack useful
Dependable, proactive, energetic and confident liaising and negotiating with various internal and external stakeholders
Skilled at problem-solving and providing solutions, escalating only when absolutely necessary
Excellent communication skills, written
Strong presentation and report creation skill
How to Apply:
Please submit your cover letter and CV for consideration.
Applications without a cover letter will not be considered.
This posting will close on Feb. 1, 2022