Document Controller - Finance

Momentum Corporate Services is a leading entertainment group based in Abu Dhabi, United Arab Emirates. Our portfolio includes mobile game development and publishing, virtual reality experiences, iGaming, esports management, and content platform services. We are dedicated to creating immersive and personalized entertainment experiences that push the boundaries of innovation in the industry.For more information about Momentum Group, please visit our website at www.mgh.ae.Job PurposeThe Document Controller is responsible for supporting the end-to-end supplier administration and document control process across the organization. The role acts as a central coordination point between suppliers, internal stakeholders, Procurement, Accounts Payable, and Finance, ensuring supplier information, purchase documentation, Goods Receipt Notes (GRNs), service confirmations, and invoices are accurately maintained and processed on a timely basis.The role will also support stakeholders in completing GRNs/service receipt confirmations, manage centralized incoming supplier documents and invoices, and ensure accurate supplier master information within the Company’s ERP and procurement systems.Key Responsibilities Centralized Supplier Document ManagementAct as the central point of receipt for incoming supplier documents.Receive, register, classify, and distribute supplier documents to the appropriate internal stakeholders.Maintain a centralized electronic filing system for supplier-related documents.Ensure documents are appropriately named, indexed, stored, and retrievable for operational and audit purposes.Maintain document registers and track outstanding or missing documentation.Ensure appropriate document retention and version control in accordance with Company policies. GRN & Service Receipt CoordinationSupport business stakeholders in completing Goods Receipt Notes (GRNs) for goods received.Support stakeholders in completing service receipt / service entry confirmations for services rendered.Monitor POs where goods or services have been delivered but the corresponding GRN/service receipt has not been completed.Send reminders and follow up with requestors, PO owners, and relevant stakeholders on outstanding GRNs.Assist stakeholders with identifying the appropriate PO and PO line against which the GRN should be recorded.Coordinate resolution of discrepancies between the PO, GRN/service receipt, and supplier invoice.Escalate long-outstanding GRNs, unmatched invoices, and unresolved discrepancies to Procurement or Finance management.Maintain visibility over invoices pending payment due to incomplete GRN or service confirmation. Invoice AdministrationReceive supplier invoices through the Company’s designated centralized channel or supplier portal.Perform initial completeness checks on invoices, including supplier name, invoice number, invoice date, PO reference, VAT information, supporting documents, and other required information.Upload supplier invoices and supporting documentation into the Company’s ERP, procurement, or Accounts Payable system.Match or associate invoices with the relevant Purchase Order (PO), where applicable.Route invoices to the appropriate stakeholders for review, GRN/service confirmation, coding, or approval.Maintain an invoice tracking register and monitor invoices pending action.Follow up with suppliers on incomplete, incorrect, duplicate, or missing invoice documentation.Coordinate with Accounts Payable to resolve invoice processing exceptions and documentation issues.Ensure invoices are processed and submitted to Accounts Payable within agreed timelines. Purchase-to-Pay (P2P) SupportSupport the Company’s end-to-end P2P process by coordinating the document flow:Purchase Order → Delivery / Service Completion → GRN / Service Receipt → Supplier Invoice → Approval → Accounts PayableLiaise with Procurement, requestors, suppliers, and Accounts Payable to ensure transactions progress through the P2P workflow.Identify bottlenecks caused by missing documentation, incomplete GRNs, incorrect supplier information, or invoice discrepancies.Maintain trackers for outstanding actions and provide regular status reports to Procurement and Finance.Support month-end closing by following up on outstanding GRNs, unprocessed invoices, and supplier documentation.Assist Finance with identifying goods/services received but not yet invoiced where required for accrual purposes. Stakeholder & Supplier CoordinationServe as an operational contact point for supplier documentation and invoice-related enquiries.Guide internal stakeholders on GRN, service confirmation, invoice documentation, and supplier administration requirements.Coordinate with suppliers to obtain missing documents and resolve administrative issues.Work closely with Procurement and Accounts Payable to improve supplier and stakeholder compliance with P2P procedures.Provide clear status updates on outstanding supplier documents, invoices, and GRNs.Key Controls & ResponsibilitiesThe Role Is Responsible For Ensuring ThatSupplier records are supported by appropriate documentation.Supplier invoices are centrally received and properly recorded.Invoices are not unnecessarily delayed due to missing GRNs or supporting documentation.GRNs/service receipts are completed by the appropriate business stakeholder who confirms actual receipt of the goods or services.Invoice, PO, and GRN discrepancies are identified and routed to stakeholder for resolution.Supplier and transaction documents are maintained in accordance with Company document retention and audit requirements.Control Principle: The Document Controller may facilitate, coordinate, upload, and follow up on GRNs; however, the role should not independently confirm receipt of goods or services. Confirmation should remain the responsibility of the relevant business owner/requestor to maintain appropriate segregation of duties.Key Performance Indicators (KPIs)Performance May Be Measured AgainstPercentage of supplier records with complete and valid documentation.Invoice upload/registration turnaround time.Percentage of invoices correctly linked to POs.Number and aging of invoices pending GRN/service confirmation.Reduction in overdue GRNs.Number and aging of unmatched invoices.Timeliness of supplier document updates.Document retrieval and audit response time.Compliance with P2P procedures and document retention requirements.Qualifications & ExperienceDiploma or Bachelor’s degree in Business Administration, Finance, Accounting, Procurement, Supply Chain, or a related discipline.2–5 years of experience in vendor management, document control, procurement administration, Accounts Payable, or P2P operations.Experience working with ERP/procurement systems such as Oracle Fusion, Coupa, SAP, or similar platforms is preferred.Understanding of Purchase Orders, GRNs, service receipts, supplier invoices, and three-way matching.Familiarity with supplier onboarding and supplier master data management.UAE VAT and supplier invoice documentation knowledge would be an advantage.Skills & CompetenciesStrong document management and organizational skills.High attention to detail and data accuracy.Good understanding of Procurement and Accounts Payable processes.Ability to coordinate effectively with multiple internal stakeholders and suppliers.Strong follow-up and issue-resolution skills.Ability to manage a high volume of invoices and supplier documents.Good Microsoft Excel skills.Strong written and verbal communication skills.Ability to work within defined internal controls and segregation-of-duties requirements.Experience with Oracle Fusion and/or Coupa would be advantageous.At Momentum, we’re proud to be a fair, transparent, and inclusive employer. We value diversity, collaboration, and innovation, and we’re committed to creating an environment where every team member can thrive. If you’re ready to grow your career and help us build Momentum, we’d love to hear from you.