Office Secretary Cum Document Controller

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Description

We are hiring an experienced Office Secretary cum Document Controller to perform a leading role in the office, including controlling, issuing, tracking, and retaining all office & operation-related documentation for a multi-domain but relatively small business entity; ensuring operational excellence such that the management and every team member in the respective areas always receive genuine throughputs and work on the latest approved revision of information.

Key Responsibilities:

Perform the routine jobs of an office secretary with utmost diligence as necessitated to uphold the business interests of the organisation.
Establish and maintain the office document control system in line with the quality management system as well as in sync with the stakeholders’ stipulations.
• Own and enforce document numbering, revision and status conventions.
• Maintain the master document register: number, title, originator, revision, status, approval and distribution.
• Operate the document lifecycle: receipt, registration, review routing, approval, issue, distribution and archiving.
• Control issue and withdrawal of revisions so no superseded document remains in circulation.
• Prepare, issue and track transmittals to the client, partners, consultants, suppliers and subcontractors and follow up on comment closure.
• Build and maintain the folder structure, permissions and naming standards
Compile and issue SOPs, method statements, work instructions, forms and registers as controlled documents.
• Assemble daily, weekly, monthly and stage review reports to format and deadline.
• Maintain registers of all the resources such as equipment, manpower, camp, materials, stores, spare parts, calibration certificates, Quotations, invoices, inward and outward communications, contact lists and all the relevant information and/or data dealt with regularly.
• Support internal, client and third-party audits.
• Track invoices, payments, document submission and approval status, responses, etc. against contractual needs and deadlines.
• Preparation and submission of Quotations, timely response to client RFQs, follow-ups.
• Conducting weekly and monthly management meetings, custodian of MOMs.
• Assisting the HR/Admin team in all their routine activities.
• Manage archiving, retention, confidentiality and access rights.
• Support close-out and final documentation handover of each activity as and when needed and as per procedure.

Requirements:

Diploma or Bachelor’s degree in any relevant discipline, Business Administration, Information Management or engineering.
4 to 8 years of secretarial and/or document control experience in techno-commercial / project offices with exposure to the above-mentioned domains.
Demonstrated experience owning a document register and transmittal process (mandatory)
Working knowledge of documentation software/EDMS strongly preferred
Advanced MS Word and Excel.
Excellent written and spoken English. Command of the Arabic Language is an added advantage.
ISO 9001 awareness or internal auditor training preferred
GCC experience, ideally in Saudi Arabia, and transferable Iqama preferred

Location: Dammam, Saudi Arabia (but transferable as per the operational needs)

Interested candidates may share their updated CV along with the total expected salary package through email (only) at "info.rigenergy@gmail.com"

Please mention “Secretary cum Document Controller” in the email subject line.

Basic Details

Location : Region: Dammam

Qualification :

Posted : Today

Job Type : Full-Time

Company : Saudi Jobs

Contact Info

Mobile : Not-Mentioned

Alternate Mobile : Not-Mentioned

Email : info.rigenergy@gmail.com

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