Project Secretary / Document Controller
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Key skills for this role
About the Role
Duties & Responsibilities · Prepares all kind of project related documents and correspondences (letters, memos, minutes of meetings, and MOU) and presenting to the Project Manager as and when required.
Key Skills for This Role
Full Job Posting
Duties & Responsibilities
· Prepares all kind of project related documents and correspondences (letters, memos, minutes of meetings, and MOU) and presenting to the Project Manager as and when required.
· Maintains a proper filing system for the project, including all the technical and administrative documents in accordance with ISO standard.
· Maintain the Incoming Correspondence Log Weekly, once updated, print for each dept. and distribute to ensure that all the letters are being responded.
· Control all the company stamps and the use of letter heads for/and as project requirements.
· Receives and distributes documents, letters and correspondence to the relevant project staff
· Maintain a log for the project vehicle usage and transfer, and coordinates with the project staff and drivers
· Arrange conferences, meetings, and travel reservations for Department Manager, as required.
· Drafts letter and prepares meeting agendas and minutes of meeting as needed.
· Sets-up and maintains the filing system for the Department and keeps the safe custody of the documents.
· Ensure that the Company’s policies and procedure and are implemented/complied at site as per the Head Office Management.
· Prepare Submittals like Pre-qualification, Document Transmittal, Document Submittal, Material submittals, Shop Drawings etc…. as per the project requirements and as advised by the Project Manager.
· Ensure the signatory of Dept.
Manager for all the submittals/transmittals etc… prior to submit to DC Dept.
· Prepares Daily Progress Report.
· Check frequently the levels of office supplies and place appropriate orders.
· Liaison with internal and external contacts.
Minimum Requirements
- Bachelor’s degree Business Administration or Secretarial
- Minimum of 5 years in a similar position in an engineering field/ contracting company
- Typewriting skills
- Office management skills
- Awareness of technical vocabulary
- Good computer skills (MS Office (Excel, Word), internet and MS Outlook)
- Good command of English (reading and writing)
Job Type: Permanent
- Ability to commute/relocate:
- Dubai: Reliably commute or planning to relocate before starting work (Required)
Education
- Bachelor's (Required)
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