Document Controller

Job Title: Document Controller

Company Overview:

We are a leading organization dedicated to providing top-notch fleet management and maintenance services. Our commitment to excellence and innovation has set us apart in the industry. We are looking for a dedicated and detail-oriented Document Controller to join our team. This role is crucial for ensuring the accurate and efficient management of fleet maintenance data.

Job Purpose Summary:

The Document Controller is responsible for maintaining a comprehensive maintenance database, updating changes on a day-to-day basis, generating reports for analysis, and coordinating outsourced service requests. The incumbent will act as the focal person for all outsourced service requests, ensuring seamless operations and communication between vendors, fleet, and finance departments.

Responsibilities:

- Data Maintenance: Ensure fleet maintenance records are up to date and accurate.
- Report Generation: Establish reports reflecting fleet availability on a monthly basis, as well as weekly, monthly, quarterly, or annual reports for budgeting and forecasting.
- Issue Identification: Identify cases of neglect, misuse, or accidents proactively, and present solutions or penalties to address them.
- Support Operations: Provide proactive, service-oriented support to fleet operations through teamwork.
- Coordination: Maintain close coordination between vendors, fleet, and finance departments regarding financial and purchase aspects of jobs under execution or forecasted.
- Workflow Monitoring: Monitor and ensure the fleet maintenance workflow is uninterrupted, forecast impending challenges, and work with the concerned manager for timely resolution.
- Financial Handling: Handle fleet registration-related advances, including cash disbursement, filing receipts, recording, and forwarding to accounts.
- Procurement Coordination: Raise maintenance purchase requisitions (PRs) for outsourced vehicles on time, keep comprehensive up-to-date financial records, and provide complete details of PRs/POs/GRNs upon request.
- Admin and HR Support: Provide administrative support and handle HR-related issues, such as leave records, passport requests, certificate requests, medical leave, and communicating staff concerns and queries to the HR Coordinator.

Qualifications:

- Education: Diploma in IT or related field.
- Experience:
- Minimum 5 years of experience in data entry, especially related to fleet maintenance.
- At least 3 years of UAE experience.
- Technical Knowledge: Good technical knowledge related to fleet and maintenance.
- Skills:
- Good communication and data entry skills.
- Proficient in MS Office applications.
- Good typing speed and ability to work on multiple platforms.
- Other Requirements:
- Knowledge of the local market.
- Valid driving license.

Job Type: Full-time