Overview
Document Controller & Secretary – Power Projects Jobs in Doha, Qatar at Apt Resources
Apt Resources is seeking a Document Controller & Secretary for our client, a leading Energy sector company in Doha, Qatar . This pivotal role involves managing the flow of project documentation, supporting key project stakeholders, and ensuring organized administrative operations in a fast-paced environment.
KEY ACCOUNTABILITIES :
Document Control
Manage the document control process, including the creation, revision, approval, distribution, and archiving of documents.
Track transmittals from external parties, record the references of the transmittals, and keep a copy of the documents transmitted.
Transmit transmittals to external parties, record the references of the transmittals, and keep a copy of the documents transmitted.
Review and distribute documents received from external parties to the appropriate team members in the organization, track progress and follow-up with the relevant individual to ensure a timely response within the set deadline.
In a timely manner, review and distribute documents to external parties, prepare letter of correspondance, and keep a record of the transmitted letters.
Review and consolidate feedback from multiple team members while ensuring consistency, absence of errors / duplication in the consolidated feedback.
Track progress and pending actions, and report the status to the Line Manager
Develop record-keeping processes, and continuously review and update the processes to enhance the efficiency and accuracy of document control systems.
Secretary
Provide secretarial support to management and staff, including scheduling meetings, managing calendars, and handling correspondence.
Prepare and edit documents, reports, presentations, and other materials as required
Prepare entry and Ministry of Interior passes for visitors to ensure authorized access.
Make travel arrangements including organizing flight tickets and travel visas
Make new meetings and appointments, correspond with external and internal parties for making arrangements, prepare agenda for the meeting, and prepare and disseminate minutes of meeting
Prepare daily agenda and updates for the Line Manager on upcoming meeting, pending actions, and matters that requires the Line Manager’s attention
Develop and maintain a record filing and archieving system, ensure all documents are well stored and preserved in a secure manner, and locate and retrieve documents as required
Track invoices and process them in a timely manner
Requirements
Minimum Qualifications :
Bachelor’s degree in Business Administration from a reputable university is required.
Minimum Experience :
8 years of experience in similar roles in large companies, of which at least 3 years are in positions of progressively increasing managerial responsibilities, demonstrating a strong need for effective leadership skills.
Job-Specific Skills (Generic / Technical) :
Demonstrated problem-solving ability and analytical thinking skills.
Good understanding of power / energy and water sectors, emerging trends and technologies.
Proficiency in English (must) and Arabic (plus).
Demonstrated hands-on operational and implementation experience.
Ability to work with key stakeholders, senior executives, management team and external partners / advisors through collaboration & teamwork.
Good communication and presentation skills.
Good understanding of Qatar and GCC culture and working environment
Salary : QAR 12,500, plus all other benefits
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Title: Document Controller & Secretary – Power Projects
Company: Apt Resources
Location: Doha, Qatar
Category: Administrative/Clerical (Office Administrator/ Coordinator, Administrative Management)
