Secretary / Document Controller

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Job Description

Secretary / Document Controller

Sharjah, UAE

Parsons is looking for a talented Secretary/ Document Controller to join our team!

What You'll Be Doing

Key Responsibilities of a Secretary / Document Controller

• Gathers statistics and general data; reviews and combines this information into established reports for use within the project/program. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative style.
• May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.
• Originates correspondence and reports not requiring the personal attention of immediate supervisor.
• Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
• May establish and maintain records of project equipment, including a log of equipment, vehicles’ service dates. May initiate requests for service.
• May obtain basic data for completion of the project's overhead budget and prepare associated recurring reports. May produce preliminary reconciliation as appropriate.
• May coordinate physical space requirements for the assigned unit. Initiates requests for PCs and telephones, and updates project directories as appropriate.
• May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, presentations as directed by immediate supervisor.
• Performs other responsibilities associated with this position as may be appropriate.
• Document Management & Control
• Establish, maintain, and update document control procedures.
• Ensure all project and company documents are properly filed, categorized, and easily retrievable.
• Manage the flow of correspondence and documentation between project stakeholders.
• Maintain up-to-date records of all project documentation in both electronic and hard copy formats.
• Document Review & Distribution
• Receive, check, and record all incoming and outgoing documents.
• Ensure documents comply with established standards (format, numbering, revision, approval status).
• Distribute documents promptly to concerned parties, ensuring controlled copies reach the right recipients.
• Track document status, revisions, and approvals.
• Compliance & Quality Assurance
• Ensure documentation practices are in line with ISO standards, company policies, and contractual requirements.
• Monitor that obsolete or superseded documents are removed and archived.
• Support audits by providing required documentation and ensuring compliance records are accurate.
• Coordination & Communication
• Liaise with internal teams, consultants, contractors, and clients for document submissions and approvals.
• Follow up with stakeholders to ensure timely submission and return of reviewed documents.
• Provide support to project teams on document management systems and protocols.
• Archiving & Retrieval
• Safeguard important records, ensuring confidentiality and controlled access.
• Archive project documents systematically for future reference and handover.
• Retrieve requested documents quickly and efficiently when required.
• Uploading/Updating documents on PARDOCs.
• Reporting & Monitoring
• Generate periodic reports on document control status, outstanding approvals, and delays.
• Track performance of document control processes and recommend improvements.
• Maintain registers/logs of drawings, transmittals, correspondence, contracts, and other project documents.
  
  
  

What Required Skills You'll Bring

• Degree from a any recognized institution.
• Minimum 8 years experience as an administrative, secretarial and document control roles.
• Experience with office software programs such as email, word processing, spreadsheets, graphics, power point presentations and databases (i.e. MS Office suite of software).
• Well familiar with the Oracle Aconex Software.
• Possess and demonstrate strong organizational skills, attention to detail, and written and verbal communication skills in English and Arabic are mandatory.
• Possess and demonstrate the ability to self-start, set priorities, and work both independently and within a team environment under deadlines.
• Attention to detail and accuracy in handling sensitive data
• Effective communication and coordination skills.
• Ability to work under pressure and meet deadlines.
  
  
  

Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.

We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to https://www.parsons.com/fraudulent-recruitment/.