Document Controller

Document Controller

Location: Dubai, UAE

Reporting to: Director of Project Management

Duration of Role: Permanent

Company: Tate Europe

About Tate

At Tate we are passionate about everything we do. As an independent brand operating within Kingspan Group, a global plc, Tate has been recognised worldwide as an industry leader in the development and manufacture of data centre infrastructure solutions and commercial office raised access floors for over 60 years. With revenues of over $500m and growing, Tate plays a pivotal role in offering expertise in cutting edge design engineering, working collaboratively with clients as a trusted partner.

As a market leader within our industry Tate continues to grow and expand, operating 12 manufacturing sites across the US, Europe, and Australia. We are excited about our fresh, dynamic, and inclusive team of experts working on new innovations and forward-thinking designs. We continue to invest heavily in the best available manufacturing tools and equipment needed to adhere to Tate's world class standards. In keeping with our Planet Passionate sustainability strategy, our mission is to accelerate a net zero emissions future built environment with the wellbeing of people and planet at its heart.

About the Role

The Document Controller is responsible for working within Tate's management framework, ensuring the effective control, management, and distribution of documentation in line with ISO standards, client requirements and company policies. This role demands a meticulous eye for detail, exceptional organisational skills, and the ability to maintain a structured and compliant document management system. This role offers exposure to major international projects and the opportunity to shape document control best practices across a growing organisation.

The Document Controller will work closely with project teams, stakeholders, and suppliers to ensure accurate, up-to-date, and readily accessible documentation, enabling the smooth progression of projects. In addition, the role involves implementing process improvements, developing and maintaining Standard Operating Procedures (SOPs), and ensuring strict adherence to quality and ISO compliance requirements.

Key Responsibilities

• Manage, control, and maintain all project-related documentation in accordance with ISO standards and Tate Europe's quality procedures.
• Ensure all documentation is reviewed, approved, and issued correctly, maintaining version control and proper traceability.
• Track and report on document status, updates, and outstanding approvals.
• Act as the point of contact for all project documentation-related enquiries, internally and externally.
• Collaborate with project managers to ensure documentation is aligned with project schedules and critical deadlines.
• Challenge and enforce document control standards where non-compliance is identified.
• Escalate risks related to missing, incomplete, or delayed documentation impacting project delivery.
• Lead internal document control audits and support external ISO audits, ensuring readiness and compliance at all times.
• Act as the control of change process champion for the department.
• Support root cause analysis for document-related issues and implement corrective and preventive actions.
• Maintain accurate records of correspondence, contracts, drawings, specifications, and other project-related materials.
• Liaise with customers and suppliers, ensuring all documentation requirements are met, including certificates, technical documentation, and change notifications.
• Generate and collate reports on project documentation status, stock demand/availability, and production data.
• Drive continuous improvement initiatives to standardise document management processes, enhance efficiency and reduce errors.

Strategic & Process-Oriented Duties

• Contribute to long-term planning and forecasting through accurate document management.

Monitor and report on document control KPIs (e.g., approval turnaround times, document accuracy, audit findings

• Engage with suppliers and customers to ensure document requirements and quality standards are met.
• Support process improvement initiatives and introduce planning tools and techniques for improved document flow.
• Facilitate customer complaint analysis and assist in setting documentation-related performance targets.

IMS Responsibilities

• Adhere to the Employee Handbook, Group Code of Conduct, the Group Compliance Policy, the IMS Policy, and all other applicable company policies and procedures.
• Maintain awareness of the requirements of, and their individual contribution to and impact on the effectiveness of, the Integrated Management System (IMS), including Quality, Health & Safety, Environmental and Product Compliance objectives and requirements.
• Report on unsafe acts, unsafe conditions, incidents, and injuries, quality issues, compliance concerns, violations to the appropriate personnel without delay.
• Participate in required training, audits, and continuous improvement initiatives.

Qualifications, Experience & Skills

Education:

• Degree qualification in Business, Quality Management, or a related discipline (preferred).

Experience:

• Proven experience in a document control, project coordination, or administration role (experience in manufacturing, engineering, or construction industries is advantageous).

Familiarity with ISO 9001/14001/45001 and quality documentation requirements.

Skills

• Proficiency with SAP (or similar ERP systems), Microsoft Excel, and Asana (or similar project management tools).
• Experience with SharePoint, Aconex, Autodesk Construction Cloud, Procore or other EDMS platform.
• Excellent organisational, record-keeping, and version control skills.
• Strong communication skills, both written and verbal, with the ability to interact effectively with cross-functional teams and external partners.
• High level of initiative, attention to detail, and the ability to prioritise tasks effectively.
• Knowledge of Power BI and data analysis (desirable).

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Tate is an equal-opportunity employer. We encourage applications from candidates of all backgrounds and experiences.

Join us in our mission to make a difference through exceptional solutions.