Document Controller
Document Controller
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Job Description
JOB PURPOSE:
Identify record and distribute documents set targets and track progress review and consolidate inputs all in a timely and efficient manner and adopt the system for any future developments to maintain an efficient document control system.
Prepare and manage correspondence with external parties and agendas organize new meetings and appointments and meeting minutes record and maintain contact details develop and maintain a record filing system make travel arrangements and handle invoice processing.
KEY ACCOUNTABILITIES:
- Manage the document control process including document creation revision approval distribution and archiving.
- Track transmittals from external parties record the references of the transmittals and keep a copy of the documents transmitted.
- Transmit transmittals to external parties record the references of the transmittals and keep a copy of the documents transmitted.
- Review and distribute documents received from external parties to the appropriate team members in the organization track progress and followup with the relevant individual to ensure a timely response within the set deadline.
- In a timely manner review and distribute documents to external parties prepare letters of correspondance and keep a record of the transmitted letters.
- Review and consolidate feedback from multiple team members while ensuring consistency and absence of errors/duplication in the consolidated feedback.
- Track progress and pending actions and report the status to the Line Manager.
- Develop recordkeeping processes and continuously review and update the processes to enhance the efficiency and accuracy of document control systems.
Secretary
Provide secretarial support to management and staff including scheduling meetings managing calendars and handling correspondence.
Prepare and edit documents reports presentations and other materials as required.
Prepare entry and Ministry of Interior passes for visitors to ensure authorized access.
Make travel arrangements including organizing flight tickets and travel visas.
Make new meetings and appointments correspond with external and internal parties for making arrangements prepare agenda for the meeting and prepare and disseminate minutes of meeting.
Prepare daily agenda and updates for the Line Manager on upcoming meetings pending actions and matters that requires the Line Manager’s attention
Develop and maintain a record filing and archieving system ensure all documents are well stored and preserved in a secure manner and locate and retrieve documents as required
Track invoices and process them in a timely manner
Policies Systems Processes & Procedures
Follow all relevant departmental policies processes standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
Continuous Improvement
Contribute to the identification of opportunities for continuous improvement and sustainability of systems processes and practices considering global standards productivity improvement and cost reduction.
Reporting
Assist in the preparation of timely and accurate statements and reports to meet department requirements policies and quality standards.
5. COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal
- Project Manager
- Deputy Project Manager
- Project Engineers
External
- Suppliers and Vendors
- Contractors
- Service Providers
- Client
- Representative Engineer
- Government Authorities
6. Context Work environment & DECISION MAKING AUTHORITY:
- The role operates within a dynamic corporate environment where key decisions significantly impact the project. Such decisions require consultation with and approval from the direct Line Manager before implementation.
- Operates under the mandates authorized by the responsible Line Manager ensuring all functional and operational activities are managed with high standards of quality and reporting thus upholding accountability and transparency.
- Participates in of comprehensive business and operational strategy. Responsible for contributing in meeting business and operational goals within functional area.
- Provides the leadership team with insightful information and data with regards to handled functional areas.
7. QUALIFICATIONS EXPERIENCE & SKILLS:
Minimum Qualifications:
- Bachelor's degree in Business Administration from a reputable university is required.
Minimum Experience:
- 8 years of experience in similar roles in large companies of which at least 3 years are in positions of progressively increasing managerial responsibilities demonstrating a strong need for effective leadership skills.
JobSpecific Skills (Generic / Technical):
- Demonstrated problemsolving ability and analytical thinking skills.
- Good understanding of power/energy and water sectors emerging trends and technologies.
- Proficiency in English (must) and Arabic (plus).
- Demonstrated handson operational and implementation experience.
- Ability to work with key stakeholders senior executives management team and external partners/advisors through collaboration & teamwork.
- Good communication and presentation skills.
- Good understanding of Qatar and GCC culture and working environment.
Skills
Leadership Skill, Roller, Presentation Skill, Visio, Accountability, Analytical Thinking, Gcc, Insight, Leadership, Business Development, Trends, Decision Making
Employment Type
Full Time
