Document Controller & Executive Secretary

Job Title :

Document Controller & Executive Secretary

Location : Qatar

Employment Type :

Permanent / Full-Time

Job Purpose The Document Controller & Executive Secretary is responsible for maintaining an efficient document control system and providing comprehensive administrative and secretarial support. This includes managing correspondence, meeting schedules, travel arrangements, record keeping, and invoice processing to ensure smooth operations and timely reporting.

Key Responsibilities Document Control

Manage the full document control lifecycle, including creation, revision, approval, distribution, and archiving.

Track and manage transmittals from and to external parties, maintaining accurate records.

Review, consolidate, and distribute feedback from multiple team members, ensuring consistency and accuracy.

Monitor progress on pending actions and report status updates to the Line Manager.

Develop and improve record-keeping processes to enhance efficiency and accuracy.

Executive Secretarial Support

Provide administrative support, including managing calendars, scheduling meetings, and handling correspondence.

Prepare, edit, and manage reports, presentations, and official documents.

Organise entry passes and authorisations for visitors.

Arrange travel, including flights, visas, and accommodation.

Prepare agendas, coordinate meetings, and document minutes accurately.

Maintain a secure and organised filing and archiving system for all project documents.

Track and process invoices in a timely manner.

Policies, Systems, and Processes

Follow departmental policies, procedures, and standard operating protocols to ensure consistent and controlled operations.

Contribute to continuous improvement initiatives for processes and systems, promoting efficiency, cost savings, and alignment with global standards.

Reporting

Assist in preparing timely and accurate statements and reports to meet departmental and organisational requirements.

Qualifications and Experience

Bachelor's degree in Business Administration or a related discipline.

Minimum 8 years of relevant experience, including at least 3 years in a role with increasing managerial responsibilities.

Proven operational and administrative skills, including document management and secretarial support.

Strong analytical, problem-solving, and organisational abilities.

Knowledge of the power, energy, or water sectors is advantageous.

Fluent in English; Arabic is a plus.

Strong interpersonal, communication, and presentation skills.

Familiarity with the business and cultural environment of Qatar and the GCC.

Working Relationships

Internal : Project Manager, Deputy Project Manager, Project Engineers.

External : Suppliers, contractors, service providers, clients, representatives, and government authorities.

Decision-Making Authority

Operates under guidance from the Line Manager. Key decisions impacting project deliverables are escalated for approval.

Contributes to business and operational strategy execution by providing timely information and insights.

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