Document Controller
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Key skills for this role
About the Role
Mott MacDonald seeks a Document Controller to support project document management in Dubai. The role involves ensuring timely document submissions, classification, filing, and archiving using ACONEX.
Key Skills for This Role
Responsibilities
- Ensure all project documents are checked and submitted on time prior to submission due date
- Document classification, sorting, filing, archiving and retrieval in accordance with Mott MacDonald project document indexing and filing Quality Control system
- Receive all incoming correspondences, scan and register all incoming technical documentation for engineering and contractor deliverable documentation
- Ensure 24 hour document processing turn around time is achieved and maintained
- Distribute and file all engineering and contractor/vendor deliverable documentation in accordance with document management procedures
- Receive, update and store requests for information (RFI)
- Carry out handover, close out and archiving of documentation
- Carry out administrative tasks such as filing, copying, binding, scanning, etc. as required
Requirements
- Diploma in Administration or relevant field
- ACONEX experience
- IT literacy (Microsoft Word, Excel, Access) and good keyboard skills
- Arabic speaking is a must; fluency in English is also preferred
- Ability to organise workload with accuracy and attention to detail
- Ability to work on own initiative without supervision and under time pressure
- Dedicated team player with strong interpersonal and communication skills
Full Job Posting
Main Purpose of the Job
- As the Document Controller you will support the Project Manager in ensuring proper document management systems are maintained for the project.
Key Responsibilities and Duties
- Ensure that all project documents are checked and submitted on time prior to the documents submission due date
- Document classification, sorting, filing, archiving and retrieval of documents in accordance with Mott MacDonald project document indexing and filing Quality Control system
- Receive all incoming correspondences, scan and register all incoming technical documentation for engineering and contractor deliverable documentation
- Ensure that a 24 hour document processing turn around time is achieved and maintained
- Distribute and file all engineering and contractor or vendor deliverable documentation in accordance with document management procedures and work instructions
- Receive, update and store requests for information (RFI)
- Carry out handover, close out and archiving of documentation
- Carry out administrative tasks such as filing, copying, binding, scanning, etc. as required
Candidate Specification
- Diploma in Administration or relevant field
- Candidates must have ACONEX experience
- IT literacy (Microsoft Word, Excel and Access) and good keyboard skills are a must
- Able to organise workload with accuracy and attention to detail and demonstrate ability to forward plan
- Arabic speaking is a must; fluency in English is also preferred
- Ability to work on own initiative without supervision and under time pressure situations
- Continuously looking for innovations and improvements to manage workload and accomplish deliverables across individuals, teams and projects
- Using leadership skills to build and nurture relationships and also creating effective working environments
- Able to manage multiple teams with diverse backgrounds on geographically and culturally diverse teams
- Adopting an adaptive mindset and using strategic and critical thinking to approach problems in a new way
- Ability to deal efficiently with priorities and manage time appropriately
- A dedicated team player with strong interpersonal and communication skills, both oral and written
Our Benefits Package
- 90 calendar days paid maternity leave
- Competitive annual leave
- An annual professional institution subscription
- Annual company performance bonus scheme – Subject to company performance
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