Admin Assistant / Document Controller

We are seeking an Admin Assistant / Document Controller to provide administrative and document management support to our Engineering & Consulting department.

The role maintains the department's document library, controls the numbering, revision, and distribution of drawings and reports, manages correspondence and filing, and coordinates schedules and meetings. It also acts as the day-to-day point of coordination with the offshore drafting and design team for file exchange and deliverable tracking.

An engineering degree is not required; what matters is disciplined document control and prior exposure to an engineering or construction working environment.

Key Accountabilities

1. Document Control & Archiving Maintain the document management system for drawings, specifications, reports, correspondence, and project files. Apply document numbering, versioning, and filing conventions consistently. Track revisions; archive and clearly mark superseded documents. Manage transmittals of documents to internal and external recipients and keep transmittal logs.
2. Offshore Team Coordination Issue drafting requests to the offshore team with reference files and deadlines. Receive, log, and route offshore deliverables for engineer review. Maintain the drawing register and chase outstanding submissions.
3. Administrative Support Provide scheduling, correspondence, and meeting coordination for the Head of Engineering and engineers. Format reports, presentations, and technical submissions. Raise department purchase requests and manage supplies.
4. Coordination & Communication Act as the department's point of contact for administrative inquiries. Liaise with Procurement, HR, and Finance on routine departmental matters.
5. Other Perform any other duties reasonably required by the Head of Engineering that are consistent with the scope of this role.

Competencies

Core : ▸ Document Control — Understanding of numbering, version control, and transmittal procedures ▸ Filing & Archiving — Experience maintaining structured physical and digital filing systems ▸ MS Office & PDF Tools — Proficiency in Word, Excel, Outlook, and PDF editing tools ▸ Engineering Environment Familiarity — Comfort handling drawings and technical documents without needing to interpret them

Soft : ▸ Organisation — Exceptional organisation and attention to detail ▸ Communication — Professional written and verbal communication in Arabic and English ▸ Reliability — Dependable and able to work with minimal supervision ▸ Discretion — Appropriate handling of confidential documents.

Job Specifications

Industry : General Contracting / Construction / Engineering Consultancy

Experience :

▸ 2 to 4 years of experience in document control or administrative support

▸ Experience must have been gained in contracting, construction, engineering consultancy, or facility management environments

Education :

▸ Diploma or Bachelor's degree in Business Administration, Office Management, or a related field

Languages :

▸ Arabic — Required

▸ English — Proficient, required