Document Controller & Secretary - Power Projects

apt resources; Qatar; On-site; QAR 200,000 - 400,000; Full time

Job summary

Apt Resources is looking for a Document Controller & Secretary for a leading Energy sector company in Doha, Qatar. This role involves managing project documentation and providing administrative support in a dynamic environment, ensuring efficient operations and organized communication.

Qualifications

• Experience in document control processes and administrative support.
• Proficiency in managing schedules and correspondence.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage the document control process, including creation and archiving.
• Provide secretarial support, including scheduling and correspondence.
• Organize travel arrangements and prepare meeting agendas.

Skills

Document Management

Secretarial Support

Communication

Organizational Skills

Job description

Apt Resources is seeking a Document Controller & Secretary for our client, a leading Energy sector company in Doha, Qatar. This pivotal role involves managing the flow of project documentation, supporting key project stakeholders, and ensuring organized administrative operations in a fast-paced environment.

KEY ACCOUNTABILITIES:

Document Control

• Manage the document control process, including the creation, revision, approval, distribution, and archiving of documents.
• Track transmittals from external parties, record their references, and keep copies of transmitted documents.
• Transmit transmittals to external parties, record their references, and keep copies of transmitted documents.
• Review and distribute documents received from external parties to the appropriate team members, track progress, and follow up to ensure timely responses.
• Review and distribute documents to external parties, prepare correspondence, and record transmitted letters.
• Consolidate feedback from multiple team members, ensuring consistency and error-free documentation.
• Track progress and pending actions, report status to the Line Manager.
• Develop and update record-keeping processes to improve efficiency and accuracy of document control systems.

Secretary

• Provide secretarial support, including scheduling meetings, managing calendars, and handling correspondence.
• Prepare and edit documents, reports, presentations, and other materials.
• Prepare entry and Ministry of Interior passes for visitors.
• Organize travel arrangements, including flight tickets and visas.
• Arrange meetings, prepare agendas, and disseminate minutes.
• Prepare daily agendas and updates for the Line Manager regarding upcoming meetings and pending actions.
• Maintain a secure record filing and archiving system, ensuring easy retrieval of documents.
• Track and process invoices promptly.