Sr. Document Controller

ITALDECO - Dubai

 

Position Title:

Sr. Document Controller

 

JOB PURPOSE

Document Controller is responsible for the Controlling of all incoming and outgoing correspondence & documents, the Internal distribution of documents, correspondence and dispatching externally, regular up-dating on documents status and correspondence.

 

KEY ACCOUNTABILITIES

Description

Key Performance Indicators

Maintaining project and general files.

 

Provide service, both in person and by telephone; screen and direct telephone calls; take and relay messages; answer questions regarding company information. Liaise with suppliers, clients and other staff.

 

Implement document control procedures for the storage, archiving and retention of information.

 

Receive, register, copy, update and distribute documents such as tenders, submittals, RFI, drawings, materials, etc. in timely and controlled manner.

 

Disseminate information and ensure the timely turnaround of documentation issued internally or received externally.

 

Documentation and control such as to receive, categorize and distribute all incoming and outgoing document.

 

Assist in the preparation of reports, tenders, procedures and manuals including the collation and checking of data & information. Maintaining, coordinating & updating the tender inquiry & quotation log.

 

Maintaining a register of all incoming and outgoing documents, stamping and recording before circulating for distribution.

 

Ensuring all project documents (latest revisions) including drawings, quality manuals, inspection, procedures and specifications etc. are transmitted to relevant people including clients.

 

Establish and maintain central filing/ database system (Fit Out & MEP server) for easy retrieval and accurate documentation for the project (hard & soft copies).

 

Liaise with the logging and issuance of references for all correspondence and transmittal. Scan & printing of documents.

 

Issuance of material request references, dispatch request and maintaining, coordinating and updating the procurement & dispatch logs.

 

Monitoring of inventory for office supplies, issuances and purchase request.

 

Provide secretarial and administrative support to the Managers, arrange and prepare reports, typing correspondences and safeguarding confidential matters.

 


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