Admin/Document Controller

Key Responsibilities:

• Document Control:
• Manage and maintain company records, ensuring all documents (e.g., contracts, reports, correspondence, drawings) are accurately filed, indexed, and stored in both physical and electronic formats.
• Develop and implement standardized document control procedures to ensure proper documentation handling, including receiving, reviewing, distributing, and archiving documents.
• Ensure documents are categorized correctly, and all relevant information (e.g., version control, approval status) is captured and tracked.
• Organize, update, and maintain document repositories, both physical and digital, to ensure easy access for employees and teams.
• Control and monitor document access, ensuring confidentiality and security of sensitive information.
• Document Issuance & Distribution:
• Distribute documents to relevant departments and stakeholders in a timely manner.
• Track and record the circulation of documents and ensure that documents are reviewed, approved, and signed by the appropriate parties.
• Ensure that all project or operational documents are kept up to date and aligned with current practices.
• Administrative Support:
• Provide general administrative support to teams, including scheduling meetings, organizing travel arrangements, and handling phone calls and correspondence.
• Coordinate the collection, filing, and reporting of administrative and operational data for different departments.
• Support managers and team leaders with day-to-day office tasks and clerical duties.
• Prepare reports, presentations, and memos as required by management or project teams.
• Compliance & Quality Control:
• Ensure that all documents and records are in compliance with company policies, legal, and regulatory standards.
• Conduct regular audits of the documentation system to ensure proper filing and compliance with internal document control procedures.
• Maintain version control on documents, ensuring that obsolete or outdated files are archived or disposed of in accordance with company policy.
• Document Retrieval & Reporting:
• Provide efficient document retrieval services, ensuring that employees can easily access needed documentation.
• Assist in compiling and preparing periodic reports on document control activities and administrative functions.
• Manage document requests and ensure proper authorization for the release of confidential or sensitive documents.
• Electronic Filing System Management:
• Manage the electronic filing system (e.g., document management software) to ensure efficient and organized document storage.
• Implement and maintain backup systems for digital records, ensuring data integrity and recovery protocols are in place.
• Provide training and guidance to staff on how to use document management systems and maintain proper document filing practices.
• Communication & Coordination:
• Communicate with internal teams and external clients or contractors regarding document submissions, updates, and changes.
• Collaborate with other departments to ensure smooth flow of documentation and ensure that all required documents are available for ongoing projects or operations.
• Act as the point of contact for document-related inquiries and requests.

Qualifications & Skills:

• Education:
• High school diploma or equivalent required; Bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Certification in Document Control, Records Management, or similar is a plus.
• Experience:
• 2-4 years of experience in administrative support or document control roles, preferably in industries like construction, engineering, legal, or facilities management.
• Experience with document management systems (DMS), file management software, or enterprise content management (ECM) systems is desirable.
• Skills:
• Strong organizational skills with a keen attention to detail.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software.
• Knowledge of document control procedures, file management, and version control best practices.
• Ability to handle confidential information with discretion and professionalism.
• Strong multitasking skills and ability to manage time effectively.
• Ability to work independently and as part of a team.
• Personal Attributes:
• Proactive, self-motivated, and able to work with minimal supervision.
• Strong problem-solving and analytical skills.
• Capable of managing multiple priorities and meeting deadlines in a fast-paced environment.
• Excellent interpersonal skills and ability to communicate with stakeholders at all levels of the organization.

Job Types: Full-time, Permanent

Pay: QAR1.00 - QAR2.00 per month