Secretary / Document Controller

Ocean Stone Construction; Dubai; On-site; AED 41,000 - 49,000; Full time

Job summary

Ocean Stone Construction in the United Arab Emirates is seeking a diligent Document Controller to manage project documents on-site. You will maintain controlled records, track revisions, coordinate with construction teams and ensure accurate, timely distribution of drawings, specs and reports.

The role requires a Bachelor's degree or equivalent, 3–4 years DC experience on a construction site, knowledge of Aconex or similar PM systems, and strong organizational skills.

Qualifications

• Bachelor's degree or equivalent required.
• 3–4 years experience as Document Controller on a construction site.
• Knowledge of Aconex or similar web-based PM system is advantageous.

Responsibilities

• Works under general supervision and ensures compliance with company policies.
• Maintains and updates a record of controlled documents and distribution lists.
• Performs quality checks of documents and creates project document control files.
• Coordinates with construction teams to ensure latest revisions are used.
• Maintains databases/logs, manages mail and drafting of correspondences.
• Supports reports preparation and distribution to stakeholders.
• Ensures server/cloud backups and coordinates project schedules with the team.
• Liaises with multidisciplinary teams to achieve common goals.
• Prepares ad-hoc project reports and communicates in English.

Skills

Confidentiality

Accuracy

Flexibility

Education

Bachelor's Degree or Equivalent

Tools

Aconex

Job description

Full job description

Qualification

• Bachelors Degree or any Equivalent
• Minimum of 3-4 years experience as DC at construction site
• Knowledge in Aconex or any other Web Based Project Management System is advantage
• Confidentiality, Accuracy & Flexibility

Responsibilities

• Works under general supervision.
• Ensures that all local practices and activities comply with company policies and procedures.
• Maintaining and updating a record of controlled in and out documents on distribution/circulation
• Carry out quality checks of all documents & create, maintain the Project Document Control Files.
• Coordination with onboard and shop supervision to ensure the latest documents are being used and to supersede the previous revisions with proper stamps.
• Maintenance of computerized databases/ logs
• Managing mail and drafting correspondences; take Minutes of the Meetings and Distribute as needed
• Assist the construction team for preparation of reports and for distribution
• Ensure updating server cloud based and back up
• To coordinate with supervision for preparing project schedule & defined document distribution list
• Work closely and coordinate with multidisciplinary teams, including construction team, contractor, subcontractor, consultant and clients
• Proper segregation and categorization; labelling and database updation for all documents.
• Proper definition of folders management, verifying the access controls to folders as per dept requirements and to ensure the storage spaces utilized wisely and effectively
• Assist documentation and planning team to have the accurate details by having effective communication in line with latest document revisions. Ensure completeness of project close out documents backup; and hard copy for storage
• Report to supervisor-in-charge or department head
• Ensure completeness of project close out documents backup; and hard copy for storage
• Provide support to the construction management team
• Participates with other team members to achieve common goals.
• Prepare ad-hoc reports on projects as needed
• Must be able to communicate confidently in both written and spoken English
• Work under deadlines in fast-paced environment
• Other duties as assigned and extend site duties as per site requirements

Job Type: Full-time

Pay: AED4,000.00 per month