Description

Document Controller 

Quantex Qatar’s Document Controller is responsible for the overall control of all documentation and communications, either in a Site-Based position or Head Office location, and the individual must possess the requisite skills of good communication and analytical skills and must be proficient and trained in ASITE, ACONEX or CONTRACTWARE,  or other EDMS (Electronic Data Management System) software as used in various projects (i.e. Info works, etc) and be a versatile professional adept at assisting on multiple projects and tasks, by providing exceptional client support and streamlining office operation for major productivity gains in the handling of data.

Note that preference will be given to Candidates who are Certified professionals in one or more of the recognised EDMS (Electronic Data Management Systems).

Our Document Controller is responsible for coordinating with all other departments to assure that the documents are kept in the right place and in the right department file archive and are named correctly and uploaded correctly to EDMS systems in a prompt and accurate manner, always, to meet the project deadlines for the deliverables.

The key activities are as follows:

Organize and Archive Documents

• Scanning and copying of documents.

• Physically or electronically filing of documents.

• Organizing documents and ensuring documents are saved and safeguarded from theft or destruction.

• Adheres to a retention schedule by knowing the proper ways and times to destroy old or out    of -date documents.

• Accessing EDMS systems for document uploading and retrieval. 

 Fulfill Document Retrieval Requests

• Handles the management of documents either as directed by Clients, Consultants and Managers / Co-Workers from the Company.

• Ensures that transmittals of documents are put in place for issuing and receiving documents that are logged correctly on the database system and carrying out any follow-up with the parties concerned.

• Be quick, efficient, and accurate in file naming and sharing of documents and the ability to correctly retrieve the documents and data as and when needed.

 Maintain Documents

• Review all documents; submittals and transmittals carefully before uploading.

• Understands the categories of each submittal and transmittal within the organization. 

• Maintains all the incoming and outgoing logs and the status of the documents.

• Ensures that review documents are distributed accordingly to the assigned person and to ensure that the document will be reviewed and submitted before the deadline. 

• Creating a timeline for each document received and submitted within the organization. 

 Administrative Skills

• Attentive to the day-to-day details such as answering and keeping track of emails, tracking and scheduling appointments

• Expert in using Microsoft office (i.e., Microsoft excel, Microsoft word, PowerPoint presentations, etc.)

 

• Performs various secretarial and administrative duties to support requirements and maintain the department functions smoothly daily such as arithmetical and spell checking of letters, reports, and other documents. 

Information

Desired Skills & Experience

Must be proficient and trained in ACONEX or CONTRACTWARE, (Electronic Data Management System) software as used in various projects

Location

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