Job Overview
Thank you for reading this post, don't forget to subscribe!We are looking for a detail-oriented Secretary & Document Controller to provide administrative and document management support to the team. The role is responsible for maintaining accurate physical and electronic records, controlling document workflows, tracking correspondence, managing filing systems, and ensuring documents are properly distributed, updated, and archived.
The successful candidate will work closely with internal departments, project teams, consultants, contractors, and other stakeholders to maintain an efficient and well-organized document control process.
Key Responsibilities
Document Control and Management
- Manage the company’s Document Control or Electronic Document Management System (EDMS) according to established procedures.
- Register, track, distribute, file, and archive incoming and outgoing documents.
- Maintain accurate records of correspondence, letters, meeting minutes, drawings, technical submissions, agreements, permits, licenses, and other official documentation.
- Ensure documents are properly identified, recorded, version-controlled, and circulated to the relevant stakeholders.
- Manage electronic document transmissions and maintain accurate distribution records.
- Follow up on outstanding documents and ensure pending document-control activities are completed on time.
Filing and Record Management
- Establish and maintain organized physical and electronic filing systems in accordance with company procedures.
- Ensure documents and records remain accurate, complete, secure, and easily accessible.
- Maintain document registers and tracking logs for files received, issued, distributed, or archived.
- Monitor documents removed from filing systems and ensure their timely return or closure.
- Maintain original and tender documents under appropriate document-control procedures.
- Archive project, contract, and administrative documentation and keep archive records updated.
- Support periodic electronic backups of important project and company records.
Administrative and Secretarial Support
- Provide administrative and document-control assistance to the assigned department or project team.
- Receive and distribute incoming communications to the appropriate individuals.
- Maintain records of meetings, correspondence, decisions, and other administrative activities.
- Coordinate with secretaries, team members, managers, and other departments to ensure information is accurate and complete.
- Support document handover, project closeout, and administrative activities as required.
Coordination and Follow-Up
- Coordinate document workflows with internal departments, project teams, consultants, contractors, and external stakeholders.
- Follow up with responsible individuals on pending documents, approvals, submissions, and required updates.
- Monitor document status and ensure open items are followed through to completion.
- Maintain accurate databases and tracking systems related to document receipt, distribution, and status.
- Assist with efficient communication and information flow across relevant teams.
Compliance and Quality
- Maintain documentation in accordance with company Standard Operating Procedures and applicable QSE requirements.
- Support document management practices aligned with relevant ISO standards.
- Ensure physical and electronic records comply with established document-control requirements.
- Protect the accuracy, confidentiality, and integrity of company and project documentation.
- Contribute to continuous improvement initiatives related to document management and administrative processes.
Required Qualifications
- Undergraduate degree is preferred.
- Minimum 2 years of experience as a Document Controller or in a similar document-management role.
- Previous experience working with Document Control Systems or Electronic Document Management Systems (EDMS).
- Experience in project, engineering, construction, corporate, or similar environments is advantageous.
Required Skills
- Strong knowledge of document control and document management procedures.
- Excellent filing, tracking, archiving, and records-management skills.
- Strong written and verbal communication skills in English.
- Good report-writing and administrative skills.
- Proficiency in Microsoft Office applications.
- Familiarity with Primavera and other relevant project-management or document-control software.
- Strong attention to detail and accuracy.
- Ability to manage multiple documents, deadlines, requests, and priorities.
- Good coordination skills with internal and external stakeholders.
Core Competencies
- Accountability and ownership.
- Collaboration and teamwork.
- Results-oriented approach.
- Adaptability and agility.
- Innovation and continuous improvement.
- Professional integrity and respect.
Work Environment
The role requires the ability to manage multiple document-control activities simultaneously while maintaining accuracy, confidentiality, and timely completion. Strong organizational skills and attention to detail are essential for ensuring smooth document workflows and effective administrative support.
Job Location
Saudi Arabia
Career Opportunity
This position is suitable for professionals seeking Secretary and Document Controller Jobs in Saudi Arabia, particularly candidates with experience in document management, EDMS, project documentation, administrative coordination, filing, reporting, and stakeholder communication.