Office Administrator / Document Controller - Middle East

SRT Marine Systems plc; Kuwait; On-site; KWD 30,000 - 40,000; Full time

Job summary

A leading marine technology company in Kuwait seeks a reliable and organized Document Controller / Office Administrator. This role encompasses providing administrative support, maintaining records, and coordinating communications within the team. Fluency in both English and Arabic, excellent organizational skills, and a keen eye for detail are required. The position offers great pay and long-term career development opportunities.

Benefits

Excellent pay

Long term career development opportunities

Private medical care

Qualifications

• Fluency in English and Arabic, both written and oral is essential.
• Experience in administration with a focus on document management.
• Ability to multitask and prioritize daily activities.

Responsibilities

• Coordinate with project team for documentation and compliance.
• Ensure accurate filing and updating of the document management system.
• Assist in project audits and client inspections.

Skills

Bilingual (English & Arabic)

Excellent communication skills

Organizational skills

Attention to detail

Proficient in IT systems (Word, Excel, etc.)

Tools

Microsoft Project

Job description

Overview

SRT Marine Systems plc (SRT) are a market leader in its domain of international marine surveillance technology and systems. We are respected, established and an ambitious multi-national company headquartered in the UK with a global customer base. The company has a global impact in the marine domain by leading the next generation of maritime domain awareness technologies, products and systems that significantly enhance security, safety and environment protection and sustainability. Our customers are worldwide and range from the largest national coast guards to individual vessel owners. SRT is an exciting company where high quality results are rewarded. We are ambitious and are constantly seeking to innovate to deliver better products and services to our customers. We strive to make SRT a rewarding and challenging place to work where talented hard-working individuals have the opportunity to make a real impact across the marine world.

Role Overview

Document Controller / Office Administrator

We are seeking a bi-lingual (English & Arabic) Document Controller / Office Administrator who is reliable, highly organised and professional to manage and administer our local office in Kuwait. This is a wide ranging and varied role that will entail providing general administrative support to our team of managers and engineers in Kuwait, maintaining accurate and organised files and records, organising events and general correspondence.

Interested? Then apply today for the role of Document Controller / Office Administrator.

Responsibilities

Document Controller / Office Administrator

• Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements.
• Ensure all documents are filed and updated regularly within the document management system (DMS), both electronically and physically.
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines.
• Prepare and maintain project-specific document registers and transmittals.
• Supervise and support the team to ensure the efficient operation of the office and smooth day-to-day administrative tasks.
• Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting.
• Coordinate travel and accommodation arrangements for site-based teams, senior management, and project personnel.
• Ensure the office environment remains organized, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary.

Support to Project Teams

• Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies.
• Assist with preparing, organizing, and maintaining all necessary documentation for project audits and client inspections.
• Liaising with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications.
• Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items.
• Work closely with project managers, engineers, and other team members to ensure that all documents and contracts are available, up to date, and compliant with both client and regulatory standards.
• Support the HR team with on-boarding procedures, managing employee records, and coordinating office staff schedules and holidays.
• Prepare and maintain general office reports, project status updates, and internal documentation as required.
• Handle the scheduling of project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively.
• Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders.

Administration and Office Coordination

• Coordinate and ensure compliance with all regulatory documentation requirements for construction projects.
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project.
• Maintain project records and ensure the appropriate revision control and version tracking for all technical and contractual documents.
• Maintain document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible.

Requirements

• ESSENTIAL: Fluent English and Arabic, written and oral
• Beneficial: Experience of using Microsoft Project would be highly advantageous
• Excellent communication and interpersonal skills
• Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results
• Highly organised, with a meticulous attention to detail and proven administration experience
• Work well and accurately under pressure to meet deadlines
• Ability to multitask and know how to prioritise daily activities, while following the established procedures
• Capable of working on own initiative and able to make decisions
• Comfortable with using IT communication and file sharing systems such as Word, Excel, Powerpoint, Teams, SharePoint, ShareFile etc

Benefits

• Excellent pay
• Long term career development opportunities
• Benefits package that includes private medical care