Document Controller

Position:

Document Controller

Location:

Agthia Group PJSC

What Will Your Day Look Like? 

Document Controller will be responsible for maintaining a reliable, secure and accessible legal records environment across Agthia Group. The role manages the full document lifecycle, supports legal operations and governance administration, and ensures that contracts, corporate records, templates, trackers and supporting documents are complete, correctly filed, version-controlled and readily retrievable. The role also supports digitization, process improvement, reporting and coordination across the Legal Function.

How Will You Make an Impact? 

Document Management

1. Legal Document & Records Management

• Manage the receipt, classification, indexing, filing, storage, retrieval, archiving and disposal of legal documents in line with approved requirements.

• Maintain complete and accurate electronic and physical legal files, with clear naming conventions, metadata, ownership and access controls.

• Ensure all final and executed documents, supporting approvals and related correspondence are captured in the designated legal repositories, including Legal Drive and Dili Trust, as applicable.

• Maintain document registers, version control and audit trails, and promptly correct incomplete or misfiled records.

2. Contract & Template Administration

• Support the Legal team in maintaining the contract repository, template bank and standard legal documents.

• Track contract documentation from initiation through review, signature, renewal, expiry and archiving, and follow up on missing documents or approvals.

• Coordinate signature packs and ensure executed contracts and supporting records are filed promptly and accurately.

• Support contract-related reporting and the implementation and ongoing administration of the Contract Lifecycle Management system.

3. Governance & Corporate Records Support

• Maintain organized records for Board, Committee, regulatory and corporate governance matters, subject to required confidentiality and access restrictions.

• Support the filing of resolutions, minutes, charters, registers, powers of attorney, licenses and other corporate documents.

• Assist with document collation, formatting, circulation and record retention for governance and regulatory submissions as instructed.

4. Legal Operations, Reporting & Coordination

• Maintain Legal Function trackers, status logs, dashboards and periodic reports with accurate and current information.

• Coordinate document requests and support the Legal team with administrative follow-up across business units and Group entities.

• Maintain trackers for external counsel and legal service-provider invoices, purchase orders and payment status, coordinate supporting documentation with Finance and relevant Legal team members, and follow up on outstanding payments.

• Identify process gaps and recommend practical improvements to document control, workflows, templates and reporting.

• Support onboarding, knowledge transfer and user guidance on approved filing standards and legal document processes.

5. Confidentiality, Quality & Compliance

• Handle confidential and privileged information with appropriate care and restrict access to authorized persons.

• Perform quality checks for completeness, accuracy, duplication, approvals, signatures and correct filing before records are closed.

• Escalate overdue, missing, inconsistent or non-compliant documentation to the relevant Legal team member.

• Undertake other legal operations, document control and special projects assigned by the Group General Counsel & Company Secretary or Legal Counsel.

6. Document Management

▪ Timely and accurate filing of legal and corporate records.

▪ Completeness and quality of contract, governance and matter files.

▪ Accuracy and currency of registers, trackers and reports.

▪ Accuracy and timely follow-up of legal invoice, purchase-order and payment trackers.

▪ Timely follow-up on missing, overdue or incomplete documentation.

▪ Compliance with naming, version-control, confidentiality and access requirements.

▪ Effective support for digitization, CLM and legal process-improvement initiatives.

What Would Make You Successful? 

Minimum Qualifications:

• Bachelor’s degree in business administration, law, records management, information management or related field.

Minimum Experience:

• 2 to 4 years of relevant experience in document control, legal administration, records management, governance support or a similar role.

• Experience in an in-house legal function or law firm is preferred.

Job-Specific Skills:

• Strong attention to detail, organization and follow-through.

• Good knowledge of document management principles, version control and records governance.

• Proficiency in Microsoft 365 and document management systems.

• Ability to manage confidential information and multiple priorities.

• Strong written and verbal communication skills in English and Arabic.

Note: Should have UAE Family book.

Grow with Agthia – For the Better  

Agthia Group is one of the region’s leading Food & Beverage companies, with a growing international footprint. We are a publicly listed company on the Abu Dhabi Securities Exchange (ADX) and part of ADQ, one of region’s largest holding companies.​

Rooted in Abu Dhabi since 1978, we've grown into a global presence, operating in countries including the UAE, Saudi Arabia, Kuwait, Oman, Egypt, Turkey, and Jordan. We’ve built a diverse portfolio of over 35 market-leading brands across Water & Food, Snacking, Protein & Frozen, and Agri-Business – touching the lives of millions of consumers in more than 65 global markets. With sustainability at the core of our innovations, we’ve pioneered several world-first products, setting new benchmarks in industry and meeting the evolving needs of communities worldwide. 

Over 12,000 people from more than 67 nationalities are at the heart of shaping our purpose driven future, supported by an agile environment which encourages collaboration, creativity, and the freedom to make a real difference. With a competitive benefits package, genuine opportunities to advance, and a focus on continuous learning and development, we’re committed to supporting your growth as we work together to deliver excellence “For the Better.” 

Join us and be part of a team that's not just shaping the future of food and beverage but also making a meaningful impact on the world. Together, let's grow 'For the Better.'