Document Controller

Job description / Role

General Description
• Maintains all important documents hardcopy and/or electronic format as directed, ensuring that the information is easily accessible whether stored locally or archived
• Provide administrative assistance to the Document Supervisor in reporting obligations and other functions
• Control files, drawings and engineering documents and co-ordinate and manage all activities related to the Document Control section, which may include the control of other administrative documents such as holiday leave forms etc.
• Maintain a reliable data entry system accommodated by tasks such as filing hardcopies, scanning, electronic management, filing and processing, archiving and document tracking, inputs the document data into the standard registers whilst ensuring that the information is accurate and up to date
• Maintains controlled copies of the latest approved documents adding the appropriate reference and priority whilst ensuring their distribution, if required.

Job Responsibilities:
• Prepare & distribute correspondences, reports, memorandums, reports, schedules and materials for publication, presentation etc.
• Answer correspondence as directed
• Maintain confidential information of office related information
• Control drawings, specification, design records, standards, procedures, correspondence, minutes of meetings and supplier documents, etc.
• Record and archive all hardcopy and softcopy documents, transactions, process, classification, registration, archiving and distribution
• Maintain an appropriate electronic database as backup to a traditional hardcopy archive system for easy storage and access to all internal and external correspondence and data
• Proficient in Electronic Documentation Management Software systems
• Provide contract and other information to pre and post contract sections which may include general formalities such as holiday forms etc.
• Provide data entry and word processing services as and when required
• Assist managers in producing various reports, tables and presentation material
• Scan letters and documents etc.., and file electronically in the Computer Reference Number sequence
• Copy/scan and distribute the required documents, assisting as required
• Maintain documents and drawings in the Document Control section under safe custody without any damage or deterioration with easy traceability
• Maintain files and control logs as required by the section.

Required Skills and Competencies:
• Minimum of 5 years post graduate experience with experience in major infrastructure Projects or programmes. Preference will be given to Drainage Pipeline, Wastewater Treatment Plants and Pumping Stations, TSE Pipelines, Surface Ground Water Systems, Underground Services and Civil Structures related experience.
• Experienced user of internet-based document control systems, e.g. SharePoint, Documentum
• Experienced user of MS Office
• Capable of working with minimal supervision
• Knowledge of document procedures

Mandatory Requirements:
• Excellent communication skills in English, written and spoken
• Driver's License

Desirable requirements:
• Evidence of suitable professional qualification or equivalent is preferable
• Arabic language skills
• Experience of working in Qatar and / or the Gulf region
• A university degree from a recognised University in an appropriate field

About the Company

CDM Smith provides lasting and integrated solutions in water, environment, transportation, energy and facilities to public and private clients worldwide. As a full-service consulting, engineering, construction, and operations firm, we deliver exceptional client service, quality results and enduring value across the entire project life cycle.