Professional Document Controller

Job Description

Job purpose

Coordination all activities related to the Document Control procedure, including technical documents, Drawings, commercial correspondence, Company Documentation Cycles and In-Out Company Letters. Coordination to deal with daily work, clerical and administrative support to Director, either as part of a team or individually, ensuring all team members have access to necessary documentation through the system.

Principle Accountabilities

• Provides secretarial/administrative supports directly to Director, exercising confidentiality, tact and diplomacy.
• Coordinates travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Keeps up the filling archive update and keep the private documents confidential.
• Maintains the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries.
• Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements
• Prepares statistical reports, Power Point presentations and Excel sheets.
• Participates in the development and implementation of secretarial standards, policies and practices for the organization.

Other Qualification or Certification

• Technical diploma or equivalent
• 4-8 years’ experience in a similar role
• Strong communication skills (verbal & written)
• Excellent organizational and time-management skills.
• Data organization and storage knowledge.
• Ability to find and preserve paper documents.
• Knowledge of smart solve document management and document systems.
• Strong understanding of projects documents.
• Teaming up with other documentation groups.
• Strong analytical experience.
• Being able to work with one or more teams.