Job Description

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 Maintain version control on documents, ensuring that obsolete or outdated files are archived or disposed of in accordance with company policy.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