Secretary and Document Controller

Stantec; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading engineering firm in Abu Dhabi seeks a highly organized Document Controller to manage project documents effectively. Ideal candidates will have at least five years of experience in document management within an engineering or architectural setting, with strong communication and organizational skills. Proficiency in document control software is essential. Join us in a role that requires attention to detail and teamwork.

Qualifications

• Five years minimum experience in document management system in an engineering or architectural firm.
• Good English oral and writing skills.
• Proven knowledge on document management, including all necessary software.

Responsibilities

• Manage and control all project-related documents, ensuring accuracy and compliance.
• Register and maintain incoming and outgoing correspondences.
• Assist with technical specifications, tendering, and contract administration.
• Ensure timely invoicing and proper management of projects.

Skills

Document management system

Strong communication skills

Organizational skills

Analytical problem solving

Proficient in English

Proficient in document control software Aconex

Proficient in document control software Unifier

Proficient in document control software Sharepoint

Education

Graduate of Business or Secretarial Course

Job description

Job Description

We are seeking a highly organized and detail-oriented Document Controller to join our team in Al Ain, United Arab Emirates. As a Document Controller, you will be responsible for managing and controlling all project-related documents, ensuring accuracy, completeness, and compliance with company standards.

• Administrative correspondence and filing:
• Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
• Maintaining a register of all incoming and outgoing mail, stamping, and recording of mail before circulating for distribution to the concerned staff.
• Responsible for Control/Tracking/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily reports, submittals, and other forms of pertinent documents from the client and subcontractors (including Atkins internal documents).
• Responsible for receiving, logging, distributing all technical documents, assisting in the coordination, and monitoring of administrative activities to facilitate and expedite the workflow.
• Maintaining and archiving all files.
• Coordination between other Consultants & Contractors for facilitating document workflow and ensuring document status is closed.
• Electronic transmission of documents
• Data input to database related to document receiving & tracking document.
• Assist Site office administration.
• Coordination with the respective Resident Engineers, Secretaries, and other staff to ensure correctness of the records.
• Regular periodic backup (electronic copy) of project documents
• Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
• Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
• Assist with the preparation of technical specifications, tendering and contract administration.
• Ensures that each project or project phase is properly invoiced in a timely manner and managed.
• Collaboration and working as part of a team,
• Work in conjunction with all employees.
• Liaison with teams working remotely from other parts of the world to facilitate the completion of tasks and projects.
• Good communicator
• Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.
• Complete all work in line with Stantec Core Values and in accordance with the Stantec Quality Systems and Project Quality Procedures.
• Other duties as requested from time to time by the Resident Engineer.

Qualifications

Five (5) years minimum experience in document management system in an engineering or architectural firm.

• Graduate of Business or Secretarial Course.
• Strong communication and organizational skills.
• Good English oral and writing skills.
• Analytical problem solving and organizational ability.
• Proven knowledge on document management, including all necessary software.
• Proficient in document control software Aconex, Unifier, Sharepoint.