We are seeking a highly organized and detail-oriented Document Controller to join our team in Al Ain, United Arab Emirates. As a Document Controller, you will be responsible for managing and controlling all project-related documents, ensuring accuracy, completeness, and compliance with company standards.
Key accountabilities for this position include but are not limited to:
Administrative correspondence and filing:
Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.
Maintaining a register of all incoming and outgoing mail, stamping, and recording of mail before circulating for distribution to the concerned staff.
Responsible for Control/Tracking/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI, RFM, Letters, staff daily reports, submittals, and other forms of pertinent documents from the client and subcontractors (including Atkins internal documents).
Responsible for receiving, logging, distributing all technical documents, assisting in the coordination, and monitoring of administrative activities to facilitate and expedite the workflow.
Maintaining and archiving all files.
Coordination between other Consultants & Contractors for facilitating document workflow and ensuring document status is closed.
Electronic transmission of documents
Data input to database related to document receiving & tracking document.
Assist Site office administration.
Coordination with the respective Resident Engineers, Secretaries, and other staff to ensure correctness of the records.
Regular periodic backup (electronic copy) of project documents
Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
Provides office employees with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, and other general office duties.
Assist with the preparation of technical specifications, tendering and contract administration.
Ensures that each project or project phase is properly invoiced in a timely manner and managed.
Collaboration and working as part of a team,
Work in conjunction with all employees.
Liaison with teams working remotely from other parts of the world to facilitate the completion of tasks and projects.
Good communicator
Follow safe work practices and adhere to company guidelines and policies for planning and executing work in a safe manner.
Complete all work in line with Stantec Core Values and in accordance with the Stantec Quality Systems and Project Quality Procedures.
Other duties as requested from time to time by the Resident Engineer.
Qualifications :Five (5) years minimum experience in document management system in an engineering or architectural firm.
Graduate of Business or Secretarial Course.
Strong communication and organizational skills.
Good English oral and writing skills.
Analytical problem solving and organizational ability.
Proven knowledge on document management, including all necessary software.
Proficient in document control software Aconex, Unifier, SharePoint.
Stantec empowers clients, people, and communities to rise to the world’s greatest challenges at a time when the world faces more unprecedented concerns than ever before.
We are a global leader in sustainable engineering, architecture, and environmental consulting. Our professionals deliver the expertise, technology, and innovation communities need to manage aging infrastructure, demographic and population changes, the energy transition, and more.
Today’s communities transcend geographic borders. At Stantec, community means everyone with an interest in the work that we do—from our project teams and industry colleagues to our clients and the people our work impacts. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure.
We are designers, engineers, scientists, project managers, and strategic advisors. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.
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