Document Controller - (Cum Receptionist)

Job Purpose

Manage and oversee documents for entire organization through maintaining records and oversee document control including for regulatory and legal compliance.

Key Relationships

· Internal: GM, HAI & BNITC team members

· External: Clients and Suppliers

Accountabilities

· Ensure that required documents are created and signed

· Confirm that all data is accurate and that documents are properly recorded, stored & backed up

· Make sure retention policies are followed.

Duties and Responsibilities

· Implement and maintain document control processes and procedures.

· Develop and maintain the Document Management System.

· Manage all flows of documents either in electronic form or on paper support; Process and keep records of incoming and outgoing documents (Logs, soft and hard copies of Shop drawings, Material Approval Requests, Samples, Letters, Site Instructions, reports, RFI etc)

· Ensure Document Management accordingly to established procedures and standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) to facilitate storage, security and retrieval of documents.

· Perform general activities such as photocopying, scanning, and filing.

· Follow up on issued requests: PJF, invoices, proposals, contracts etc.

· Make sure that controlled copies of latest approved documents are distributed internally and externally.

· Communicate and liaise with departments, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and closeout of Project activity to ensure consistency in document control as required.

· Monitor technical documents review and approval in accordance with agreed schedule.

· Regularly conduct document audits confirming they are current and accurately reflect recorded evidence and assist with communication during external audits.

· Maintain confidentiality around sensitive information and terms of agreement.

· Any other duties/responsibilities as assigned from time to time based on business requirements.

Skills

· Administrative Skills

· Strong organizational, communication and problem-solving skills.

· Able to work independently as well as, be a part of the team.

· Ability to communicate in a clear manner (both written & oral)

· Proficient typing and editing skills

· Advanced MS Office and MS Excel user skills

· Thorough and attentive to details

· Ability to work under pressure while being highly productive

· Excellent Data organization skills

· High level of ethics and integrity

· Project Management skills

Language:

· English (required)

· Arabic (advantage)

Specialized Training/ Knowledge Required

· Knowledge of Software and document management systems (Aconex)

· Hands-on experience with MS Office and MS Excel

Education & Qualifications

· Bachelor degree in Business Administration or relevant field

· Other certification similar to Document Control is an advantage.

Experience

· Minimum 4 years of work experience in reputed company as a document control and handling the document and filing system.

Job Types: Full-time, Permanent

Pay: QAR6,000.00 per month

Education:

• Bachelor's (Required)

Experience:

• Aconex (Document Management System): 3 years (Required)