Secretary and Document Controller

Job Responsibilities:

1. Coordinate and manage the flow of documents within the organization, ensuring timely distribution and tracking of key project documents.
2. Maintain an organized filing system for both electronic and hard copy documents, enabling easy retrieval and reference for team members.
3. Prepare, edit, and proofread correspondence, reports, and presentations, ensuring high standards of accuracy and professionalism.
4. Facilitate effective communication between departments by scheduling meetings and documenting minutes, ensuring all relevant information is captured.
5. Implement and enforce document control procedures to comply with industry standards and regulations, safeguarding sensitive information.
6. Utilize document management software and tools to streamline processes, enhancing efficiency in managing project documentation.
7. Provide administrative support to senior management, including calendar management and travel arrangements, to optimize productivity.
8. Monitor and report on document statuses, identifying bottlenecks and recommending solutions to improve workflow.
9. Conduct regular audits of documentation processes and systems, ensuring compliance and identifying areas for improvement.

Desired Candidate Profile:

1. Minimum of 3 years of experience in administrative support or document control in project-based industries for proven expertise.
2. Certification in Document Control or Project Management (e.g., PMP, CAPM) to demonstrate specialized knowledge and commitment.
3. Fluency in English and proficiency in a second language (e.g., Arabic or Spanish) to facilitate diverse communication.
4. Proficient in Microsoft Office Suite and document management software (e.g., SharePoint, DocuWare) for effective document handling.
5. Bachelor's degree in Business Administration, Office Management, or a related field to ensure a solid educational foundation.
6. Experience in the construction or engineering sector preferred, showcasing familiarity with industry-specific documentation processes.
7. Strong organizational skills and attention to detail, ensuring accuracy in document management and administrative tasks.
8. Excellent written and verbal communication skills to convey information clearly and professionally to varied audiences.
9. Demonstrated integrity and discretion when handling confidential information, maintaining trust and professionalism.

Employment Type: Full Time

Company Industry:

• Construction
• Civil Engineering

Department / Functional Area:

• Administration