Document Controller

RESPONSIBILITIES:

· Supports department operations by maintaining office systems

· Welcoming visitors and directing them to the relevant office/personnel

· Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations

· Preparation of purchase requests through the ERP system and coordinate/follow up with all concerned departments until release of P.O.

· Preparation of Call off Requests as requested by Engineers by inspectors to be sent subcontractors

· Coordinate with subcontractors regarding Purchase Requests, Purchase Orders, QAC and invoicing approval stage.

· Update and maintain the Purchase Request Log

· Copying, scanning, distributing and filing of procedures, reports, correspondences, etc.

· Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.

· Preparation and submission of department’s weekly and monthly timesheet

· Maintaining general office files, including job files, vendor files, and other files related to the department’s operations

· Ensuring the confidentiality and security of files and filing systems

· Monitor and maintain availability of office supplies, equipment/gauges/tools and request requirements through the ERP software

· Coordinate with QC site personnel regarding their needs for equipment/gauges/tools and issue accordingly

· Maintain, monitor and update the QC Gauges Calibration register

· Send QC gauges for calibration ahead of expiry date

· Overseeing the maintenance of office facilities, and equipment

· Prepare reports and presentations with statistical data, as assigned

· Archiving of site documents, and follow up of all the site needs

· Update the department’s Organization Chart as whenever required

KNOWLEDGE SKILL AND ABILITIES

· Able to communicate orally with confidence

· Assertive

· Being thorough and professional

· Knowledge in use of spreadsheets, database, word processing and selected job specific software

· Ability to keep clear and accurate records and reports.

· Ability to use computer and rapidly input data and retrieve records and information.

· Ability to organize work load and to manage a filing methods and management techniques

· Good Communication skills

· Attention to detail

MINIMUM QUALIFICATION: -

· Minimum 2-3 years in the office administration and document management.

· Excellent communications skills (written and oral) in the English language

· Knowledge of ERP Software.

· Degree or equivalent

Job Types: Full-time, Permanent

Pay: AED4,000.00 - AED5,000.00 per month

Application Question(s):

• What is the required notice period - if any? (Mandatory Question)
• What is the salary expectation? (Mandatory Question)

Experience:

• Document Controller: 2 years (Required)

Work Location: In person