Document Controller
2 weeks ago
Company Overview
Miki Middle East Cars, founded in 1998, exports brand-new cars globally, including Toyota, Lexus, and Mercedes. We focus on quality, reliability, and competitive rates for our customers worldwide.
Role Overview
We are looking for a Document Controller & Stock Coordinator for a full-time on-site role in Sharjah. The role involves managing and maintaining company documents and vehicle stock, ensuring they are accurate, organized, and up-to-date, while coordinating with internal departments and external authorities to support smooth export operations.
Key Responsibilities
- Manage, organize, and update all vehicle-related documents (invoices, purchase orders, registration, insurance, customs, shipping, etc.).
- Ensure compliance with UAE regulations (RTA, Customs, and other authorities).
- Verify VIN, chassis, and engine numbers against documentation for accuracy.
- Maintain vehicle stock records, track arrivals and deliveries, and prepare stock status reports.
- Conduct regular physical stock checks and reconciliations with system records.
- Coordinate with Sales, Finance, Logistics, and Service departments for smooth document and stock flow.
- Liaise with banks, insurance companies, and customs authorities to process vehicle-related paperwork.
- Use Excel to maintain logs, reports, and summaries of both documents and stock movements.
- Utilize ChatGPT or similar tools to draft reports, create templates, and improve document workflows.
- Prepare vehicle status updates, delivery schedules, and handover documentation.
- Assist in customs clearance, registration, and export documentation for local and international shipments.
- Support internal and external audits, ensuring documents and stock records are available and accurate.
- Handle confidential documents securely and maintain high data integrity.
- Identify opportunities for process improvement in documentation and stock management systems.
- Support management in forecasting vehicle stock, replenishment planning, and reporting.
- Maintain effective communication with suppliers, transporters, and clearing agents to ensure timely deliveries.
Qualifications & Skills
- Proven experience in document control and/or stock or inventory management (preferably in the automobile industry).
- Excellent organizational and time-management skills.
- Strong analytical and reporting skills, especially using Excel.
- Familiarity with ChatGPT or other AI tools for documentation and workflow efficiency.
- Good understanding of vehicle export procedures, customs clearance, and RTA regulations.
- Effective communication and coordination skills across multiple teams.
- Ability to work independently with attention to detail in a fast-paced environment.
Optional Additions (if relevant to your company setup):
- Experience using ERP or stock management systems (e.g., Zoho, SAP, or Tally).
- Basic knowledge of logistics documentation (Bill of Lading, Export Declarations).
- Ability to assist with data analysis, forecasting, and management reporting.
- Willingness to train junior staff or assist with administrative tasks related to vehicle export.
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