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Al Jassim Group Jobs in Doha - Document Controller Cum Secretary

Al Jassim Group Jobs in Doha - Document Controller Cum Secretary

Job Description

Experience: 3 - 5 Years
Job Location: Doha - Qatar
Education: Basic - Any Graduation
Nationality: Indian, Filipino, Sri Lankan

Document Controller:

A document controller’s job description includes but is not limited to the following.
• Set up, copy, scan, and store documents
• Create templates
• Manage requests for documentation
• File documents in physical and digital records and ensure appropriate storage
• Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date
• To liaise with and distribute project related information with all levels of the project team and potentially external parties.
• Manage the processes around documentation within the organization
• Maintain confidentiality around sensitive documentation
• Prepare ad-hoc reports on projects when required
• Day-to-day focused on the control and tracking of documents.
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence.
• Follow up and expedite priority items with relevant managers, engineers, consultants, and contractors
• Coordinate with consultants and contractors to send and receive various reports, drawings, submittals, and other outstanding issues.
• Ensure accurate and timely processing of data reports as required
• Preparing Recommendation for Payments for Consultant, Contractors and Designers.
• Maintain the Cost Management for the Project
• Doing any other jobs related to document controlling required by the direct manager.

Secretary:

• Ensuring meetings are effectively organized, recorded and minuted.
• Maintaining effective records and administration
• Communication and correspondence
• Prepare and manage correspondence, making reports and other important documents given by Department head.
• Prepare LPO, coordinate with suppliers for delivery and prepare reports for finance for payment.
• Receive and file contracts and correspondences for all properties and projects etc.
• Attend meetings and prepare minutes for Development Manager approval.
• Receive invoice, sign and forwarded to the finance
• Open, read, route and distribute incoming mail and other material and prepare answer to routine letters.
• Arrange and confirm appointments and informs all the parties involve earlier prior to the appointment period.
• Set-up and maintain filing systems for easy retrieval
• Assisting Development Manager in reviewing Contracts, Proposals and Quotation
• Arranging and attending Meetings and preparing & recording Minutes of Meeting at site and the head office.
• Drafting of Cost Comparison if required for the project.
• Support the Development Manager in any other administrative and Clerical works

Will be working remotely at Site & Head Office

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Desired Candidate Profile

Oversees the company’s documents to ensure regulatory, legal, and security compliance for Hotel, Retail and to work under Development Department in all aspects of secretary work

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