DOCUMENT CONTROLLER CUM PROJECT COORDINATOR

Good day, we are seeking a highly organized and meticulous Document Controller cum Project Coordinator to join our Soft Services team at Qatar government project. This dual-role position is critical to the seamless execution of our operations. The ideal candidate will act as the gatekeeper of all project documentation while simultaneously providing administrative and coordination support to ensure the project runs efficiently.

This role requires a professional who can bridge the gap between technical documentation and operational execution, handling everything from invoice processing to cross-departmental communication with the highest degree of accuracy.

KEY RESPONSIBILITIES

1. Document Control & Record Management

• Document Lifecycle Management: Manage the complete lifecycle of project documents, including inward (receiving) and outward (transmittal) correspondence, ensuring all paperwork is properly logged, tracked, and archived.
• Physical & Digital Archiving: Organize and preserve physical paper documents (including project specifications, contracts, and delivery notes) in compliance with company standards, while maintaining a robust digital filing system using TFM (Total Facility Management) software.
• Version Control: Ensure all team members are working with the latest versions of documents, drawings, and project specifications.
• Audit Readiness: Maintain an audit trail of all documents to ensure compliance with Qatar Foundation’s regulatory requirements.

2. Project Coordination & Administration

• Cross-Departmental Liaison: Act as a central point of contact for communication between the operations team, procurement, housekeeping departments, and the client representatives.
• Meeting Support: Organize project meetings, prepare minutes of meetings (MOMs), and follow up on action items to ensure project milestones are met.
• Data Management: Utilize advanced office software (MS Office Suite, ERP systems) to generate reports and dashboards for project performance tracking.

3. Accounting & Invoicing Support

• Financial Follow-up: Manage the coordination of project accounting tasks, including the preparation of invoices, tracking of bill payments, and following up on pending financial transactions.
• Budget Reconciliation: Assist in reconciling project expenditures and ensuring that costs are aligned with the approved budget.

4. Operational Support (Soft Services)

• Housekeeping Liaison: Coordinate with the housekeeping and maintenance teams to ensure daily schedules are adhered to and that all operational documentation (shift logs, attendance, delivery orders) is accurately recorded.
• Multitasking: Efficiently handle multiple administrative streams simultaneously, ensuring that operational tasks (cleaning schedules, maintenance logs) do not conflict with documentation deadlines.

QUALIFICATIONS & REQUIREMENTS

Education

• Associate degree or higher in Computer Science, Business Administration, or a closely related field.

Experience

• Minimum of 5 years of previous experience in a similar role (Document Controller/Project Coordinator) within the Soft Services, Facility Management, or Construction industry.

Technical Skills

• TFM Systems: Proven experience working with various types of Total Facility Management (TFM) files and software.
• Office Software: Thorough knowledge of Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and ERP systems.
• Document Preservation: Demonstrated ability to organize and preserve both physical paper documents and digital records.

Core Competencies

• Communication: Excellent command of the English language, both written and spoken. (Note: Grammarly-level clarity and professionalism in written correspondence is expected).
• Attention to Detail: Exceptional eye for detail to catch errors in invoices, contracts, and project specifications.
• Multitasking: Proven ability to juggle accounting tasks, billing follow-ups, and general housekeeping coordination without compromising quality.
• Interpersonal Skills: Effective communicator with the ability to coordinate project details with coworkers across various departments and with the client.

WHAT WE OFFER

• Competitive salary package commensurate with experience.
• Professional development and growth opportunities.
• Comprehensive health insurance and benefits as per Qatar Labor Law.

HOW TO APPLY

Interested candidates who meet the 5-year experience requirement are invited to submit their CV and a cover letter detailing their relevant experience in Soft Services/Facility Management; copy of QID; copies of Training / Educational Certificates

Work Location: In person