Document Controller Estithmar Holding

Job Description

Roles & Responsibilities

Desired Candidate Profile

Key Responsibilities:
• Manage, organize, and maintain all legal and confidential documents (contracts, agreements, corporate records, litigation files, etc.) in physical and electronic formats.
• Develop and implement effective document control procedures, ensuring consistency, accuracy, and compliance with internal policies and regulatory requirements.
• Maintain and update the department’s document management system and ensure all documents are easily retrievable and properly archived.
• Track and monitor document versions, approvals, and signatures to ensure timely processing and compliance.
• Coordinate with internal departments and external stakeholders (legal firms, government authorities, subsidiaries, etc.) for document exchange and verification.
• Prepare and maintain document registers, logs, and filing systems for ongoing and closed legal matters.
• Support the GCLO in organizing meetings, drafting correspondence, preparing reports, and managing document flow for Board and Executive Committee matters, when required.
• Handle confidential information with absolute discretion and professionalism.
• Assist in audits, due diligence exercises, and corporate governance reporting by providing accurate documentation as requested.
• Ensure proper storage, backup, and security of all legal documentation in compliance with Estithmar Holding’s data retention and confidentiality policies.
Qualifications & Experience:
• Bachelor’s degree in Law, Business Administration, or a related field.
• Minimum 3–5 years of experience as a Document Controller, preferably within a legal department or corporate office.
• Strong understanding of legal documentation, confidentiality standards, and compliance protocols.
• Proficiency in MS Office Suite and document management systems (e.g., SharePoint, iManage, or equivalent).
• Excellent organizational, coordination, and record-keeping skills.
• High attention to detail and accuracy.
• Strong interpersonal and communication skills; ability to work effectively with senior leadership.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Commitment to discretion, integrity, and professionalism.
Personal Attributes:
• Trustworthy and dependable with a strong sense of confidentiality.
• Proactive, resourceful, and solution-oriented.
• Excellent time management and prioritization skills.
• Professional demeanor with strong collaboration and teamwork capabilities.