Job Description

In a world of possibilities, pursue one with endless opportunities. Imagine Next!


At Parsons, you can imagine a career where you thrive, work with exceptional people, and be yourself. Guided by our leadership vision of valuing people, embracing agility, and fostering growth, we cultivate an innovative culture that empowers you to achieve your full potential. Unleash your talent and redefine what's possible.

:

Secretary / Document Controller

Sharjah, UAE

Parsons is looking for a talented

Secretary/ Document Controller

to join our team!

What You'll Be Doing:

Key Responsibilities of a Secretary / Document Controller

Gathers statistics and general data; reviews and combines this information into established reports for use within the project/program. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative style. May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor. Originates correspondence and reports not requiring the personal attention of immediate supervisor. Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail. May establish and maintain records of project equipment, including a log of equipment, vehicles' service dates. May initiate requests for service. May obtain basic data for completion of the project's overhead budget and prepare associated recurring reports. May produce preliminary reconciliation as appropriate. May coordinate physical space requirements for the assigned unit. Initiates requests for PCs and telephones, and updates project directories as appropriate. May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, presentations as directed by immediate supervisor. Performs other responsibilities associated with this position as may be appropriate.

1. Document Management & Control

Establish, maintain, and update document control procedures. Ensure all project and company documents are properly filed, categorized, and easily retrievable. Manage the flow of correspondence and documentation between project stakeholders. Maintain up-to-date records of all project documentation in both electronic and hard copy formats.

2. Document Review & Distribution

Receive, check, and record all incoming and outgoing documents. Ensure documents comply with established standards (format, numbering, revision, approval status). Distribute documents promptly to concerned parties, ensuring controlled copies reach the right recipients. Track document status, revisions, and approvals.

3. Compliance & Quality Assurance

Ensure documentation practices are in line with ISO standards, company policies, and contractual requirements. Monitor that obsolete or superseded documents are removed and archived. Support audits by providing required documentation and ensuring compliance records are accurate.

4. Coordination & Communication

Liaise with internal teams, consultants, contractors, and clients for document submissions and approvals. Follow up with stakeholders to ensure timely submission and return of reviewed documents. Provide support to project teams on document management systems and protocols.

5. Archiving & Retrieval

Safeguard important records, ensuring confidentiality and controlled access. Archive project documents systematically for future reference and handover. Retrieve requested documents quickly and efficiently when required. Uploading/Updating documents on PARDOCs.

6. Reporting & Monitoring

Generate periodic reports on document control status, outstanding approvals, and delays. Track performance of document control processes and recommend improvements. Maintain registers/logs of drawings, transmittals, correspondence, contracts, and other project documents.

What Required Skills You'll Bring:

Degree from a any recognized institution.

Minimum 8 years experience

as an a

dministrative, secretarial and document control roles.

Experience

with

office software programs

such as

email, word processing, spreadsheets, graphics, power point presentations and databases (i.e. MS Office suite of software).

Well familiar with the

Oracle Aconex Software.

Possess and demonstrate strong organizational skills, attention to detail, and written and verbal communication skills in English and Arabic are mandatory. Possess and demonstrate the ability to self-start, set priorities, and work both independently and within a team environment under deadlines. Attention to detail and accuracy in handling sensitive data Effective communication and coordination skills. Ability to work under pressure and meet deadlines.

What Desired Skills You'll Bring:

Preferably an Arabic speaker.

Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.
We truly invest and care about our employee's wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest--APPLY TODAY!


Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to https://www.parsons.com/fraudulent-recruitment/.

COMPETITIVE BENEFIT OFFERINGS

Financial Wellness

We care about your financial wellbeing. Parsons offers competitive pay and retirement plans to help you build wealth for the future while giving you the flexibility to diversify your investments.
Work Life Harmony

Balance in life is important and time away from the office is imperative to allow you to refresh and focus your attention on the things that matter to you. Parsons supports your time away by providing paid time off and paid flexible holidays.
Career Development

We are committed to fostering the personal and professional growth of our employees. Develop and advance yourself though our comprehensive training, educational and mentorship programs.

Veteran Support

We provide Industry leading benefits to support veterans and active-duty members to provide security for you and your family by offering robust leave and benefits; including paid active-duty military leave and paid time off when transitioning back to civilian life.
Mind & Body

At Parsons we inspire healthier habits, heathier minds, and a healthier you through our wellness program. Participate in our weekly Meditation Mondays and Wellness Wednesdays. Wellness, at Parsons, is more than just your annual checkup.
Health

Health is not a one size fits all. At Parsons, we offer a robust Employee Assistance Program as well as comprehensive medical, dental and vision plans through large, national carriers with the choice of regional PPO, HDHP, or HMO networks.