Secretary cum Document Controller

Job description / Role

We are looking for a Secretary cum Document Controller to provide administrative & secretarial support to Senior Project Managers and handle routine administrative tasks when asked to do so.

Tasks will include these below and more:
- Ensure efficient and effective document control system on client project site
- Coordinate with all project parties to ensure timely reports' completion and compilation
- Ensure appropriate archiving of project documents
- Coordinate with head office for reporting and follow up
- Typing of letters and memos, emails and preparing documents & presentations according to instructions.
- Maintain & process documents for Senior Project Manager to review and sign.
- Screen incoming telephone calls, letters & emails and screen appropriately based on priority.
- Needs to have a professional & diplomatic manner when answering calls and dealing with all stakeholders.
- Manages and maintains calendar & appointment schedule for Senior Project Manager.
- Help make sure meetings are coordinated smoothly.
- Welcomes visitors and looks after their comfort as they wait for Senior Project Managers.
- Ensure all travel arrangements for Senior Project manager are made correctly and on time.
- Liaise with Administration team to make sure office supplies are at the required level.
- Maintain filing systems for documents both physical and electronic.

Requirements

- BA / BSc graduate ideally.
- PMIS (Project Management Information Systems).
- Configuration Management Systems.
- One or two EDMS systems - e.g ACONEX, Expedition, Zylab.
- Candidate must have at least 6 years experience as an administrative assistant or secretary.
- 3 years in a similar role preferably in a medium to large Project Management organisation.
- Must have good organisational skills and people skills.
- Good command of written and spoken English.
- Pro-active approach is required from the candidate.

About the Company

Qatar Project Management (QPM) is an independent subsidiary of Barwa Real Estate Development Company that provides expertise in Project Management, Design Management, Construction Management, and Contract Administration together with other associated Project Management functions. Established in 2008, QPM is centralized platform for provision of Project Management services to Barwa and Qatari Diar as well as local and international markets. QPM provides these services through an in-house team of highly-skilled, motivated, and qualified professionals supported by state-of-the-art information technology and highly-effective Project Management systems.