Project Secretary & Document Control Specialist

Mott MacDonald Group; Al Wakrah; On-site; QAR 28,000 - 50,000; Full time

Benefits offered by this job

Medical insurance

Annual leave

Professional membership support

Learning and career development

Inclusive culture

Job summary

Mott MacDonald in Qatar is seeking a proactive Secretary to support the project management team with secretarial and administrative duties, including document preparation, diary management, and meeting coordination.

The role requires diploma or equivalent, strong computer literacy, and experience with EDMS or Primavera Contract Management; fluency in English and Arabic preferred. Experience in the Gulf region is a plus and global collaboration is encouraged.

Qualifications

• Diploma and/or specialized training from an accredited University to the approval of the Engineer;
• Shall have matriculation and should be fully computer literate and conversant with Microsoft Office applications. Must be able to maintain filing and document control systems.
• Experience in document control and tracking using EDMS (Electronic Documents Management Systems) preferably Primavera Contract Management.
• Must be fluent in English both written and spoken with good capability in oral and written communication skills.
• Fluent in Arabic both written and spoken with good capability in oral and written communication skills is highly preferred.
• Ability to effectively communicate at all levels including external stakeholders
• Meticulous and good record of information.
• Computer skills are mandatory
• Experience working in the Gulf region is required.

Responsibilities

• Create, collate and despatch documents (letters, spreadsheets, faxes, mailshots) as required
• Provide telephone support and handle incoming calls for the Project Manager as required
• Manage all incoming mail for the project, dealing with non-critical items and identifying priority concerns
• Manage diaries for the Project Manager, ideally electronically, ensuring other staff are informed of whereabouts as necessary
• Attend and take minutes/action points of weekly management meetings, and other meetings as required
• Book meeting rooms, arrange refreshments and other catering where appropriate for visitors, greet visitors and organise hotel and travel arrangements for project staff and visiting guests as necessary
• Maintain effective document storage and retrieval systems
• Extensive knowledge and experience in document control from the project initiation to close out phases, utilizing computer-based systems (Primavera Contract Management/EDMS), within the framework of an integrated project services function for the effective management of a wide range of concurrent projects.

Skills

Document control

English proficiency

Arabic language

Stakeholder communication

Office software

Education

Diploma or equivalent

Matriculation

Tools

Primavera Contract Management

EDMS

Microsoft Office

Job description

Mott MacDonald in Qatar is seeking a proactive Secretary to support the project management team with secretarial and administrative duties, including document preparation, diary management, and meeting coordination.

The role requires diploma or equivalent, strong computer literacy, and experience with EDMS or Primavera Contract Management; fluency in English and Arabic preferred. Experience in the Gulf region is a plus and global collaboration is encouraged.