Document Controller
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Key skills for this role
About the Role
We are seeking a Document Controller/Admin Support for an architectural firm in Dubai. The role involves organizing project documentation, providing administrative support, and ensuring compliance with company standards.
Key Skills for This Role
Responsibilities
- Organize and maintain both physical and electronic project files, including architectural drawings, contracts, meeting minutes, and correspondence
- Ensure project related documents are promptly distributed to appropriate team members, clients, contractors, and consultants
- Manage and track document revisions, ensuring the latest versions are used across all teams
- Efficiently retrieve project documents and information as required
- Ensure completed project documentation is archived and stored securely
- Provide administrative support including scheduling meetings, coordinating logistics, and preparing presentations and reports
- Manage incoming and outgoing emails and phone calls
- Assist in preparation and formatting of documents, reports, and presentations
- Organize meetings, take minutes, and distribute meeting notes
- Assist with procurement related tasks including tracking orders and maintaining inventory records
- Ensure all project documents are compliant with company standards and procedures
- Handle sensitive project information with confidentiality and discretion
Requirements
- Experience in document control and administrative support
- Strong organizational and communication skills
- Ability to handle confidential information with discretion
Full Job Posting
Overview
- We are seeking a Document Controller/Admin Support to join our dynamic architectural firm in Dubai. The ideal candidate will be responsible for organizing and managing project documentation and providing administrative support to the team. This role involves overseeing the proper storage, retrieval,
Key Responsibilities Document Control
- Organize and Maintain Documents: Systematically organize and maintain both physical and electronic project files, including architectural drawings, contracts, meeting minutes, and correspondence.
- Document Distribution: Ensure that project related documents are promptly distributed to the appropriate team members, clients, contractors, and consultants.
- Version Control: Manage and track document revisions, ensuring that the latest versions of documents are being used across all teams.
- Document Retrieval: Efficiently retrieve project documents and information as required by the project team, clients, or stakeholders.
- Document Archiving: Ensure that all completed project documentation is archived and stored securely for future reference and compliance.
Key Responsibilities Administrative Support
- General Administrative Assistance: Provide administrative support to the project management and design teams, including scheduling meetings, coordinating logistics, and preparing presentations and reports.
- Correspondence Management: Manage incoming and outgoing emails and phone calls, ensuring important communications are appropriately directed and responded to in a timely manner.
- Document Preparation: Assist in the preparation and formatting of documents, reports, and presentations for meetings and client submissions.
- Meeting Coordination: Organize meetings, take minutes, and distribute meeting notes to the relevant stakeholders.
- Procurement Support: Assist with procurement related tasks, including tracking orders and maintaining inventory records.
Compliance and Quality Control
- Ensure Compliance: Ensure all project documents are compliant with company standards and procedures.
- Maintain Confidentiality: Handle sensitive project information with the highest level of confidentiality and discretion.
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