Documentation & Compliance Professional

POSITION DESCRIPTION

Our Company:
Tokyo-based Bridgestone Corporation is the world’s largest manufacturer of tires and other rubber
products. We employ over 140,000 people around the world, operate 3 technical centers and 178
manufacturing plants and sell products in more than 150 countries. "Serving Society with Superior
Quality” has been our mission since Shojiro Ishibashi founded Bridgestone in 1931 and we look for
individuals who share our passion to fulfill this mission.

Bridgestone Middle East & Africa (BSMEA) operates from locations in the UAE, Saudi Arabia, Jordan,
Egypt, Morocco and Ivory Coast. From these locations BSMEA covers 68 markets through 80
partners.

Role Summary :
The position is part of the Customer Services Team in the logistics function to ensure adherence to
all legal standards and documentation for shipping.
The individual will be responsible for the end-to-end process of all related documents to ensure the
completion of all shipping records/documentation in a timely manner to ensure compliance with
established deadlines and zero demurrage.
The individual is also required to coordinate and record detailed customs compliance checks with
the source, technical team and customer service representative team.

Role Responsibilities :

 Ensure all Shipping/Custom clearance documentation are completed on time and in line with
regulations
 Be up to date with regulatory changes of the region
 Update and maintain shipments records
 Responsible for billing in SAP
 Handle shipments documents and ensure they are accurate and comply with relevant
customs/LC clauses.
 Communicate daily with manufacturing sources and partners to ensure all documentation is
provided on time and compliant to avoid any demurrage claims.
 Send original shipping documents to partner/Bank so partners can clear on shipments when
cargo arrives at destination.

Role Requirements:
• 3 years’ experience in logistics
• MEA Customs Regulations
• Ownership in following up
• Multitasking
• Attention to detail
• MS Excel
• Process / Standards Driven person
• Problem Solving
• Knowledge of SAP
• Academic qualifications

Bridgestone Behaviors

Qualified candidates for this important position will therefore need to demonstrate the following:

 Agility – to work in a matrix and complex environment where change happens at a rapid
pace
 Courage – to share ideas, think out of the box
 Ownership – to see the bigger picture and take ownership by thinking and acting beyond the
role

Bridgestone Leadership Essence

Qualified candidates for this important position will therefore need to demonstrate the following:

 Establishes strategic direction and effectively communicates the vision: Communicates a

clear and inspiring vision for the business; drives competitive and innovative strategies and is
able to generate alignment against the strategic direction
 Demonstrates business acumen to achieve results through others: Understands, educates
and applies the fundamental business concepts by which a company operates in order to
deliver results and create a climate that fosters personal commitment to excellence
 Promotes and enhances company culture: Champions the organization’s shared values and
beliefs
 Effectively manages across cultures: Achieves effective collaboration, alignment, and
communication across multiple dimensions of cultural diversity
 BOSS focused - serves the customers having the end users in mind: Makes BOSS (end
users) and their needs a primary focus of one’s actions; develops and sustains productive
relationships with BOSS; leverages BOSS intimacy in the development of new products,
services and competitive advantage
 Demonstrates self-awareness and emotional intelligence: Recognizes one’s personal
strengths, weaknesses, opportunities, and limits. Understands emotions and their effects
 Intellectually curious in support of learning agility: Actively identifies new areas for
learning; regularly creates and takes advantage of learning opportunities; uses newly gained
knowledge and skill on the job and learns through their application
 Embraces and leads change and innovation: Encourages different and innovative
approaches to address problems and opportunities; facilitates the implementation and
acceptance of change within the organization
 Identifies and develops organizational talent: Attracts high calibre diverse talent , leads and
guides others to accomplish organizational goals and objectives through ongoing
development and collaboration
Job Description

We are looking for a Document Controller with a minimum of 5 years of professional experience
in management of document control processes, administrative support and experience in
utilising Aconex / BIM 360 preferably in the engineering consultancy sector. This role offers an
excellent opportunity for a motivated professional seeking a dynamic role within a growing and
ambitious company with a unique service offering.

This fast-paced role offers an excellent opportunity to work on document control for high-profile
multidisciplinary projects across the Middle East whilst ensuring an exemplary level of quality,
organisation, coordination, and communication skills are maintained throughout.

If you are passionate, committed to excellence, self-driven and great with time and task
management skills, you could be a part of our team.

Key Accountabilities and Activities:

 Registering all incoming and outgoing correspondences, MoMs, Drawings & technical
submittals. This may be via an online portal (ACONEX / BIM 360 etc)
 Maintaining a register of all incoming and outgoing mail, stamping and recording of mail
before circulating for distribution to the Project Manager
 Responsible for Control/Track/Issue of complete project documentation such as incoming
and outgoing correspondence, reports, Submittals and other forms of pertinent
documents from the client and subcontractors
 Implement and maintain a coordinated and consistent filing system; ensure that all filing
is up-to-date and in accordance with QSE procedures
 Maintain Project Documentation as per ISO standards
 Working closely with clients and divisional leaders to ensure an exemplary level of quality
 Successful closeout and handover of documentation as required by line manager
 Working with our multidiscipline team to ensure coordinated outputs

The ideal candidate fits the below profile:

 Strong communication skills

 Committed to technical excellence
 Good relationship builders (internal and external)
 Collaborative personality
Essential Skills:

 Degree in Business Administration or related field

 Solid understanding of bid writing, design and coordination multidisciplined engineering
projects
 Previous experience working for an engineering consultant or architectural design firm
 Experience in utilising Microsoft Office, Aconex, BIM360 or similar Electronic Document
Management Systems
 Experience in the setup of document control filing system
NOV PFT is looking for a Document Controller to join our team. In this role you will perform a
variety of document control functions for project management and operations team.

Candidate will work closely with Project, engineering, and construction team to manage and
release drawings and work on final documentation

Responsibilities

 Plans, organize, and maintain document control system for processing all project related
documents, vendor submittals, and other internal/external documents as applicable.
 Be responsible for the day-to-day processing of all projects related documentation using
internal resources in accordance with the approved company processes / project
procedures / guidelines
 Ensure that administrative quality checks are carried out on project documentation prior
to issue (checks of front cover page, decal format, document numbering, revision
numbering, reason of issue, attachments, checklists, etc.)
 Shall track and monitor documents submittals using standard document management
procedures and maintain documents databases, and provide monthly document progress
reports as required to respective project team
 Upload the documents and transmittals into the Client’s document management tools
 Coordinates with various departments for the release of the internal drawings for the
construction works
 Liaise with project management team, engineering, procurement, and construction
department to develop effective work processes for document distribution and
management
 Assist project team in locating and retrieving project technical engineering
documentation from project server
 Perform electronic scanning of documents, prepare document indexing and compiling
the final dossier as per project requirements and internal standards for the project close
out.
 Verify and maintain retention requirements as per business needs and standard
procedure
 Performs other duties like logging enquiries to the CRM with functional level and
responsibilities as required
 Maintain electronic files, current and historical, of project technical documentation,
ensuring that latest information is always available to the project team.
 Exhibit strong communication skills, and should work effectively in a team environment
 Responsible to follow all applicable company and corporate policies, procedures, and
programs, including but not limited to the department procedures and processes, safety,
and environmental requirements.
 Ensure all relevant safety objectives and compliance/legal requirements are adhered for
all work completed in compliance with all HSE & company policy
 Perform administration work for the sales and project Department when required
 Perform other roles and responsibilities associated with this position as assigned
Behavioral Skills/Competencies

 Customer focused, passionate about exceeding the requirements of internal and external
stakeholders
 Demonstrate excellent planning and time management skills
 Good interpersonal and communication skills, and highly organized
 Proven document management track record experience in handling multiple Projects
 Ability to effectively communicate and understand technical principles of the products to
support documentation

Experience/Education/Skill-set Required

Desirable:

 Graduate/Diploma or an equivalent degree with 3 years of experience in document

controls field
 Good knowledge and experience in document control and management system from
project inception stage to close out phase
 Able to handle multiple tasks
 Expertise in Microsoft Office applications (Microsoft Word, PowerPoint, and Excel)
Assignments will require a working knowledge of Electronic Document Management
Systems.
 Time management
 Good written and oral communication
 Teamwork and effective communication skills
 Understanding of engineering drawings
 Effective communication in English

Essential

 Graduate degree or equivalent with 3-5 years of experience, with 3 years working as
document controller as minimum
 Hands-on experience with MS Office and MS Excel
 Good oral and written English language proficiency with computer skills
 Working Knowledge of Microsoft Office applications
 Experience in ERP systems – JDE, CRM, SAP & Oracle
Key Responsibilities

 Use of utmost endeavors to protect, promote, and develop the business and interests of
the project
 Work closely with all related document control activities.
 Upload data, copy & scan documents or drawings, archive and produce reports using
Electronic Document Management System Aconex and SharePoint.
 Properly identify the subject and the related topic to maintain proper archiving and
prevent any loss or misplacement of documentation.
 Ensure that documents are maintained properly in their relevant files and necessary
copies are distributed (electronically and manually as deemed necessary) in accordance
with agreed procedures.
 Respond to any query from the entity, stakeholders for timely proper document retrieval
and delivery as directed by the Document Control Manager.
 Provide all other duties deemed necessary for the effective operation of Document
Control.
 Expected to work flexibly and efficiently, to maintain the highest professional standards.
 Expected to undertake your duties to ensure the efficient operation of the company and
its business, together with the welfare and interests of its clients and employees.
 Assist the Document Control Manager to direct and control the document management
and archiving process related to the Project activities and documentation as required,
using Electronic Document Management System Aconex and SharePoint.

KNOWLEDGE AND EXPERTISE

 Minimum of 5 - 6 years of relevant experience.

 Proficient in the use of Microsoft Office and Aconex or EDMS
 Be detail-oriented with the desire to achieve excellence through your own initiative.
 Exceptional organizational skills
 Good problem-solving skills
 Ability to work on their own and as part of a team
 Ability to work well under pressure and within a strict deadline environment

EDUCATION AND TRAINING:

  Bachelor's degree in Business Administration, Office Administration, Computer Science, or
any related course

About the job

One of our client, a leading investment and real estate development company, is looking for
a Document Controller to be based in Abu Dhabi. As a document controller, you will coordinate
all activities related to the document control procedures for handling real estate projects.

In This Role Your Responsibilities Will Be

 Handling of confidential information.

 Accurate distribution of documents as directed and as required within the Project
reporting structure.
 Check the content of the receiving documents against the transmittal list.
 Acknowledge the receipt of the document and report any discrepancy in the transmittal
Record it in the database/document register.
 Liaise with Team, Consultants, and contractors effectively and resolve problems and issues
relating to documentation.
 Maintain a document filing system to enable rapid access of all company documents and
correspondence.
 Maintain an up-to-date register showing Company document details for all departments.
 Segregate the documents as project vise and file scanned copy and hard copy to the
respective folder.
 Ensure safekeeping and maintenance of the Company’s documents in the archive store.
 Register Correspondences, Contract documents, Payment Certificates, Variation Order,
and Site Instructions
 Track, update the status, and follow up submittals, Safety Reports, RFCs, Progress Reports,
Contract Issues, and Drawings for the Real Estate department.
 Monitor receipt of drawings and carry out quality checks of drawings and return to
Consultant/Contractor.
 Ensure the distribution for allocating documents via e-mail as well as hard copies for the
authorized person of each department

Requirements

To be considered for this opportunity, you need to meet the following criteria:

 Minimum 5 years related work experience in real estate projects.

 Must have UAE experience as a Document Controller in the Construction industry at a
Consultant/Client office
 Fluent in English and must have good conversation skills in the Arabic language
 Knowledge of relevant cause and effect of actions in this field
 Should have at least pursued a bachelor’s degree in a relevant field.
 Knowledge of engineering disciplines like construction, civil works, residential projects,
high rise buildings, landscaping.
 Knowledge in use of spreadsheets, database, word processing and selected job specific
software.
 Experience in using any Electronic Documentation Systems.