Document Controller & Admin Support

Title:

Position: Document Controller & Admin Support

BASIC FUNCTIONS:

Reporting to the Information Manager within the project Information Management team, the Document Controller & Admin Support position is responsible for the oversight of document control activities within the Document Management Group (DMG). This role is expected to be hands-on and proactive in daily operations, ensuring integrity, accuracy, and timely processing of project documentation.

Key duties include supervising electronic receipt and distribution of documents, managing Electronic Document Management Systems (EDMS) such as ShareCat, expediting comment turnaround during document reviews, returning marked-up documents within agreed timeframes, managing document distribution matrices, and facilitating communication between global operating centers and subcontract organisations.

• In addition to these core responsibilities, approximately 25% of the role is dedicated to providing comprehensive administrative support. This encompasses tasks such as organizing meetings, preparing and distributing agendas and minutes, maintaining records and filing systems, coordinating travel arrangements, managing correspondence, and supporting the wider project team with various administrative tasks as required. The role demands strong organizational skills, keen attention to detail, and the ability to manage competing priorities in a dynamic project environment.

PRINCIPAL ACCOUNTABILITIES:

• Electronic receipt of documents from multiple global operating centres and managing EDMS (ShareCat) distribution.
• Distributing documents to subcontract organisations electronically using EDMS
• Expediting turnaround of comments within the project organisation(s), collation of comments and return of marked up documents within agreed timeframes as part of the document review process.
• Location and retrieval of documents as requested by project personnel.
• Adherence to Information Management control documentation and procedures.
• EDMS and DMG procedural training and support to both internal and external project participants.
• Manage EDMS Document Distribution Matrices (DDM).
• Support the functional disciplines work processes
• Administrative duties

TECHNICAL AND ACADEMIC REQUIREMENTS:

• Preferable degree level in a technical or administrative discipline or equivalent.
• At least five years’ experience with document control of which at least 3 years should be direct experience in EPC projects.
• Will have a clear understanding of business needs, conditions and processes.

LANGUAGE:

• English (essential)
• Arabic (Ideal)