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Job description / Role
Objectives:
• Responsible for sorting, scanning, indexing and categorizing of Company documents, contracts, and records for retention and archiving purposes. Ensure that scanned documents are in the right folder on the server or hard drive, categorized by set convention.
• Check and verify documents before they are scanned and filed, and liaise with internal and external parties to ensure that documents contain correct and legible information.
• Dispose of documents in accordance with Company policies and guidelines and applicable government regulations
Main responsibilities:
• Receive concept design, detailed drawings, material submittals, request for information and documents from Contractors and distribute to the team for review then register the reviewed document from Team
• Send the needful documents to Consultants for review, comments and approval and assure that the needful documents are in record
• Process outgoing documentation transmitted to clients, suppliers, or 3rd parties, ensuring follow through if required
• Liaise with the technical team to ensure submissions are provided in a timely manner and are formally documented
• Engage the daily routine activities of Document Control, including distribution of documents, tracking and retrieval of documents and drawings
• Maintain systematic and proper filing of documents for easy access through accurate indexing and naming of files and records in proper repository
• Ensuring sequential numbering system in each and every outgoing material submittal, transmittal and correspondence to Clients and Consultant
• Undertake the send and receive correspondences such as closed out reports and minutes of handover documents
• Ensure that any changes to labels and file-naming are completed accurately
• Analyze scanned documents for clarity and accuracy
• Scan documents as per Company guidelines and instructions in a systematic manner
• Reporting to: Technical Manager
Requirements
University Qualifications:
• High School Diploma
Nature and length of previous experience:
• Minimum of 3 years experience in a similar role
Specialist knowledge:
• Administrative
• Archiving
• Business Acumen
• Communication (Verbal, Written)
• Computer and Software Literacy
• Document Control
• Due Diligence
• Electronic imaging and storage
• Filing
• Image and document formats
• Relevant laws and regulations
• Research
• Scanning
Soft Skills and Personality traits:
• Accuracy
• Analytical Ability
• Attention to details
• Flexibility
• Independence
• Personal Motivation
• Planning and Organizing
• Proactivity
• Process Excellence
• Productivity
• Teamwork
• Time Management
About the Company
Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.