Document Control & Correspondence Senior Manger

Job Purpose

Manage and oversee the end-to-end process of all company documents and correspondence within Dammam Airport Company, ensuring that all records are accurately maintained, securely stored, and readily accessible. This role ensures that all company documents and correspondence are systematically organized, accurately tracked, and securely stored, in compliance with regulatory requirements and organizational policies and maintaining high levels of accuracy and confidentiality within airport’s dynamic environment.
The Head will oversee the implementation and maintenance of document control systems, supervise a team, and ensure that all documentation and correspondence are handled in a timely and professional manner.

 Position Accountability Description

Strategic Leadership

1. Guide the development of strategic plans for document control and correspondence management, aligning with organizational goals and regulatory requirements.

2. Monitor the progress of strategic initiatives and ensure alignment with organizational goals.

3. Develop and Implement Strategic Action Plans, Create detailed action plans for each strategic initiative, specifying objectives, deliverables, timelines, and responsible teams. Ensure that each action plan includes a risk management component and mitigation strategies.

4. Manage the coordination of document control and correspondence initiatives to ensure alignment with organizational objectives and regulatory requirements.

5. Establish and monitor key performance indicators (KPIs) to measure the effectiveness of document control and correspondence operations and drive continuous improvement.

Operational Excellence

6. Oversee the overall document control and correspondence activities, ensuring the secure and efficient handling, storage, and distribution of all documents.

7. Lead the management of all incoming and outgoing correspondence, segmenting and distributing based on importance and priority

8. Optimize office inventory or equipment across the CEO’s office. Implement a resource management tool to track allocations and ensure that resources are deployed effectively.

9. Maintain an up-to-date record of document revisions and ensure the latest versions are available to relevant personnel.

10. Oversee the handling and processing of all internal and external correspondence including the transition of documents to electronic formats and manage digital document systems.

11. Ensure timely and accurate responses to correspondence, including emails, letters, and other forms of communication. 

12. Implement systems to track correspondence and ensure timely follow-up on responses. Manage deadlines and ensure that correspondence is addressed promptly.

13. Maintain an up-to-date record of document revisions and ensure the latest versions are available.

14. Lead the development and implementation of comprehensive policies for the classification, handling, and distribution of sensitive documents to maintain security and integrity. 

15. Review and approve high-stakes correspondence to ensure accuracy, clarity, and compliance with company policies and legal requirements.

16. Develop and implement standardized procedures for document control and correspondence management, maintaining compliance with organizational policies, regulatory requirements, and industry standards.

17. Oversee the entire document life cycle including creation, distribution, revisions, archiving, logging and tracking of all incoming and outgoing documents, maintaining an accurate and up-to-date record of activities and destruction processes.

18. Manage the secure storage and archiving of all documents, ensuring they are easily retrievable while maintaining the highest security standards.

19. Coordinate with various departments to ensure document accuracy and compliance with relevant standards and regulations.

20. Lead the digitization process of physical documents, ensuring digital copies are stored securely and backed up regularly.

21. Control the secure destruction of documents that are no longer needed, ensuring compliance with legal and organizational requirements.

22. Serve as the primary point of contact for handling sensitive and high-priority correspondence.

23. Ensure compliance with all legal and regulatory requirements regarding the handling, storage, and destruction of documents, maintaining the highest security standards. Ensure all documentation complies with internal policies, industry regulations, and legal requirements.

24. Conduct regular audits and reviews of document control processes to ensure adherence to standards and identify areas for improvement.

25. Optimize the implementation of new technologies and systems to enhance the security, efficiency, and effectiveness of document handling and storage processes.

26. Manage the classification and declassification of documents, ensuring all changes are properly documented, communicated, and managed.

Stakeholder Management

27. Build and maintain strong relationships with internal and external stakeholders to facilitate smooth communication and coordination.

28. Organize the operations of the Classified Documents & Correspondence and Archivist & Dispatcher departments to ensure seamless operations and adherence to protocols.

29. Facilitate effective communication between departments to ensure the proper handling and secure transfer of documents as required. 

30. Effectively communicate with all levels of staff and stakeholders to ensure alignment and address any issues or concerns.

31. Prepare regular updates and reports on correspondence activities, document control status, and related metrics for senior management.

Team Leadership and Development

32. Provide leadership and mentorship to the CEO office team, fostering a culture of excellence, accountability, and continuous improvement.

33. Supervise the administrative staff within the CEO office.

34. Develop and oversee training programs to enhance the skills and knowledge of the CEO office team.

35. Ensure compliance with company policies and regulatory requirements

36. Track and evaluate team performance by setting clear goals, conducting regular reviews, and providing constructive feedback, driving continuous improvement and achieving high performance.

37. Provide training and development opportunities to enhance the skills and knowledge of the document control and correspondence team.

38. Provide ongoing support and guidance to employees regarding document management practices and systems.

39. Assign and manage workloads, set clear objectives, and provide support to ensure high performance and adherence to procedures.

40. Conduct regular performance reviews and provide constructive feedback to team members.

Executive Support:

41. Provide comprehensive administrative support to the CEO, prepare reports, and handling confidential information with discretion.

42. Prepare and review documentation, presentations, and correspondence to ensure accuracy and alignment with company policy and procedure.

43. Prepare high-priority documents, including reports, presentations, and correspondence. Ensure all documents meet strategic objectives

Coordination and Liaison:

44. Facilitate communication between various departments to ensure smooth handling of correspondence-related matters. Act as a liaison between departments and stakeholders to resolve any issues or queries related to correspondence.

45. Serve as the primary point of contact for external stakeholders regarding correspondence. Maintain professional relationships and ensure that external communications are handled efficiently.

Crisis Management and Problem Resolution:

46. Assist in managing crises by coordinating with relevant teams and communicating effectively with stakeholders.

47. Proactively address and resolve issues that arise within the CEO’s office ensuring minimal disruption to operations.

48. Assist and maintain a crisis management plan, including response protocols and communication strategies, ensuring readiness for potential disruptions.

Confidentiality and Information Security:

49. Maintain strict confidentiality in handling sensitive information. Implement and adhere to information security protocols to safeguard executive communications

Compliance and Quality Assurance:

50. Ensure adherence to regulatory requirements and industry best practices in document and correspondence management.

51. Monitor and review compliance with internal and external audits.

52. Develop and implement quality assurance processes to enhance the accuracy and reliability of documentation and correspondence.

Financial Management

53. Control unit’s budgets by monitoring expenditures, identifying cost-saving opportunities, and making necessary adjustments to ensure financial accountability and resource optimization.

54. Prepare budget reports for review by senior management, providing insights and recommendations for financial planning in document control and correspondence management.

Innovation and Continuous Improvement

55. Implement process improvements by analysing current practices, identifying inefficiencies, and applying best practices, resulting in increased productivity and reduced costs.

56. Ensure the effectiveness of current document control measures, recommending and implementing improvements as needed to ensure the highest levels of confidentiality and protection.

57. Stay updated on trends and external factors related to document control and correspondence management, providing relevant information to senior management.

58. Leverage new technologies and tools to enhance efficiency, streamline workflows, and improve document and correspondence handling.

59. Establish mechanisms for receiving feedback on correspondence processes and document control procedures. Use feedback to make informed improvements and adjustments.

60. Support change management initiatives by facilitating communication, training, and support to ensure smooth transitions and adoption of new processes or systems.

- Proficiency in document management systems
- Strong understanding of document control best practices
- Excellent attention to detail
- Ability to manage correspondence effectively
- Strong organizational skills
- Excellent communication skills
- Proficiency in Microsoft Office Suite
- Ability to work well under pressure
- Leadership skills and ability to manage a team
- Experience in overseeing document control processes and workflows