Executive Secretary /Document Controller

Job Description

<p><strong><u>Job purpose</u></strong></p><p>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.</p><p><br></p><p><strong><u>Principle Accountabilities</u></strong></p><ul><li>Provides secretarial/administrative supports directly to Director, exercising confidentiality, tact and diplomacy.</li><li>Coordinates travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.</li><li>Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals.</li><li>Keeps up the filling archive update and keep the private documents confidential.</li><li>Maintains the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.</li><li>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.</li><li>Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements</li><li>Prepares statistical reports, Power Point presentations and Excel sheets.</li><li>Participates in the development and implementation of secretarial standards, policies and practices for the organization.</li></ul><p><br></p><p><strong><u>Other Qualification or Certification</u></strong></p><ul><li>Technical diploma or equivalent</li><li>4-8 years’ experience in a similar role</li><li>Strong communication skills (verbal &amp; written)</li><li>Excellent organizational and time-management skills.</li><li>Data organization and storage knowledge.</li><li>Ability to find and preserve paper documents.</li><li>Knowledge of smart solve document management and document systems.</li><li>Strong understanding of projects documents.</li><li>Teaming up with other documentation groups.</li><li>Strong analytical experience.</li><li>Being able to work with one or more teams.</li></ul>