Secretary/Document Controller
Pearl City Construction
Business Village Block B Office No. 623 Clock Tower, Deira
منذ 3 ساعات
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Job Summary

The successful candidate will perform a variety of secretarial / administrative functions for the project and coordinate the flow of documents between project operations, engineering disciplines, construction team or other department groups.

  • Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produce logs, transmittal, and other reports as required.
  • Maintains employee directory and related data pertaining to employees assigned to the unit, including company resumes.
  • Tracks paid-time-off hours charged and maintains schedule of future hours to be taken.

  • Originates correspondence and reports not requiring the personal attention of immediate supervisor. Answers telephone, taking and relaying messages.
  • Receives, sorts, and distributes mail.

  • Ensures that pre-established document control requirements are satisfactorily met throughout the project duration.
  • Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements.
  • When needed, he / she will expedite review, signature approval, and release of supplier and internally produced documents.

  • Performs other responsibilities associated with this position as may be appropriate.
  • Gathers statistics and general data reviews and combines this information into established reports for use within and outside the unit.
  • May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative-style word processing.

    May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.

  • Reviews time reports to verify accuracy of hours worked and Job# / WBS charges. Follows up to ensure timely processing of corrections.
  • Qualifications

  • Working knowledge of MS Office and related word processing, spreadsheets, and database software.
  • Proficiency in the use of Aconex.
  • Diploma in related discipline and at least 7 years of secretarial / document control experience.
  • Good written and oral communication skills in English.
  • Highly organized, pro-active and can work with minimal supervision.
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