Exciting opening at Valen Management — apply for Document Controller/ Site Secretary in Dubai, Dubai, United Arab Emirates.
Job Description
Educational Qualifications:· Bachelor’s Degree or Diploma in Business Administration, Office Management, Engineering, or related discipline from a recognized institution.
Registrations / Certifications:· Certification or training in Document Control Systems or ISO 9001:2015 Quality Management System (preferred).· Aconex / Procore / EDMS training certification is an advantage.
Experience:· 5 to 8 years of experience as a Document Controller / Secretary in MEP contracting companies handling commercial, residential, hospitality, or high-rise projects.· Minimum 3 to 5 years of GCC experience, preferably in the UAE.· Strong experience in handling project correspondence, technical submissions, shop drawings, material submittals, RFIs, MIRs, and office administration activities.
Computer Software Proficiency:· Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).· Experienced in Aconex, Procore, Asite, EDMS, or similar document management systems.· Familiar with document control procedures, filing systems, and project correspondence management.
Duties & Responsibilities:· Manage and maintain all project and office documents in accordance with company procedures and project requirements.· Maintain logs and registers for drawings, material submittals, RFIs, MIRs, NCRs, transmittals, and technical correspondence.· Ensure proper recording, distribution, filing, and archiving of all incoming and outgoing documents in both soft and hard copy formats.· Coordinate with engineers, consultants, subcontractors, and suppliers for timely submission and approval of project documents.· Control revision status of drawings and documents and ensure only the latest approved revisions are circulated.· Prepare transmittals, letters, reports, and official correspondence to consultants, clients, and authorities.· Maintain document tracking systems and generate weekly/monthly status reports for pending and approved submissions.· Support preparation and submission of documents for authority approvals including DEWA, DCD, DM, SEWA, TAQA, ADCD, and other authorities.· Organize meetings, prepare meeting minutes, and maintain records of project correspondence and action items.· Handle office administrative tasks including scheduling, filing, scanning, photocopying, and document formatting.· Maintain confidentiality and security of all project, technical, and commercial documentation.· Assist project teams in compiling as-built drawings, O&M manuals, warranties, and project handover dossiers.· Coordinate with planning, procurement, QA/QC, and project teams regarding document submission status and approvals.· Ensure compliance with ISO quality management procedures and company document control standards.· Support management and project teams with secretarial and administrative assistance as required.
Why Apply
- Reputable UAE employer
- Career growth in Admin
- Competitive compensation
How to Increase Your Chances
- Tailor resume to highlight relevant experience
- Research Valen Management before interview
- Use STAR method for answers
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