Secretary and Document Controller

Charterhouse Partnership Careers; Bahrain; On-site; BHD 14,000 - 17,500; Full time

Job summary

An established industry player is seeking a detail-oriented Secretary and Document Controller to support their department head. In this vital role, you'll manage correspondence, organize meetings, and maintain document integrity while ensuring smooth communication within the team. The ideal candidate will have a Bachelor's degree in Office Management and possess strong organizational and communication skills, with 4-8 years of relevant experience. Join a dynamic team in a fast-paced environment where your contributions will be essential in facilitating operations and enhancing productivity.

Qualifications

• 4-8 years of experience in document controlling in real estate.
• Excellent English communication skills, both written and spoken.

Responsibilities

• Manage outgoing and incoming mail and maintain filing systems.
• Assist department head with scheduling, meetings, and travel arrangements.
• Ensure proper archiving and document control according to company standards.

Skills

Organizational Skills

Communication Skills

Document Control

Time Management

Education

Bachelor's Degree in Office Management

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Purpose and Importance
To carry out the routine tasks of a secretary and document Controller for the department head including all the below tasks and assisting in organizing and facilitating meetings, archives (hard and soft), department communications, etc…

Job Responsibilities and Key Tasks

1. Ensuring quick delivery of outgoing mail.
2. Maintain daily register for incoming and outgoing mails.
3. Filing daily correspondence based on company's filing system.
4. Facilitate flow of documents and up keeping of important information.
5. Uploading / downloading, copying and printing of incoming and outgoing project documents and drawings.
6. Archiving and filing project Documents according to company standards.
7. Ensuring the latest revision and approval status of drawings is kept updated continuously.
8. Maintaining safe storage and file backup routines for disaster readiness and recovery.
9. Compose and type correspondence letters for senders and receivers of project documents.
10. Helping the development department with daily tasks and routines.
11. Preparation of reports and handling all correspondence independently.
12. Attending meetings and generating minutes of meetings.
13. Attending phone calls and arranging appointments of the department head.
14. Coordinating with consultants and arranging meetings.
15. Organizing and updating calendar appointments of department head.
16. Preparing all travel requirements of the department head.
17. Controlling all documents based on company's reference system.
18. Receiving visitors and providing refreshments to executive visitors and meeting.

Academic and Professional Qualifications
Relevant university/ higher education Bachelor degree in office management/ secretarial skills.
Excellent English communication skills: writing & speaking.
About 4-8 years in document controlling of real estate documents with high standards of organizational skills.
Computer skills, words, excel, PowerPoint is a good to have.

About The Company
The Charterhouse Partnership brand and business was launched in Dubai and the Middle East in April 2004 by a team of international recruiters and management consultants, after its inception in Sydney, Australia in September 2003. Charterhouse Middle East is now positioned as the leading regional recruiter within its area of disciplines and functional markets.

Charterhouse offers professional and bespoke contingency and retained search services to all sectors of the market. Service quality is guaranteed, thanks to a particular focus on flexibility. Charterhouse was the first international search and selection business to establish Dubai as its base. The growth in the Middle East region has been mirrored by Charterhouse globally, with offices now in Abu Dhabi, Hong Kong, Melbourne, Singapore, and Sydney, with further regional expansion planned across Qatar and Saudi Arabia.