Senior Document Controller - Project Process Administrator

Job description / Role

General Description:
• The Administrative Affairs Coordinator assumes responsibility for the overall duty of clerical and administrative support to Client.
• The role may involve line management responsibility for one or more administrative staff.
• Coordinate key work assignments to ensure they are completed efficiently and on schedule
• Field telephone calls from internal and external sources, relay messages between departments and screen calls taken by managers to ensure all relevant information is recorded and acted upon to ensure the smooth business operations of Client.
• Knowledge of project lifecycle and assist in closeout and handover of project documents.
• Effective document control in line with Client DCU requirements

Job Responsibilities:
• Training and encouraging staff to maintain complete databases that can be used for subsequent analysis.
• Maintaining 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.
• Participates in planning and system implementation.
• Participate in User Acceptance Testing of new system and ensure compliance of all project requirements are met in the new system.
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments Prepare and disseminate correspondences, reports, memos, forms and materials for publication and presentation.
• File and update contact information of employees, customers, suppliers, and external partners
• Support and facilitate the completion of regular reports.
• Develop and maintain a filing system.
• Document expenses and hand in reports
• Compile and produce statistical information and reports.

Required Skills and Competencies:
• Minimum of 20 years post graduate experience as lead administrator for large infrastructure programmes.
• Minimum of 12 years’ experience working as part of a Programme Management Consultants (PMC) organization or similar for delivering large multidisciplinary infrastructure programmes.
• Familiarity with office organisation and optimisation techniques
• High degree of multi-tasking and time management capability
• Working experience of Microsoft Office applications. Preference will be given to users with experience in using Primavera Unifier, Aconex, SharePoint, and other data management softwares.
• Knowledgeable of project lifecycle and experienced in closeout and handover of project documents.
• Proven ability to plan, coordinate, and direct computer-related activities at an organization and help determine its information technology goals.

Mandatory Requirements:
• University degree from a recognized university in relevant discipline
• Expert knowledge in Microsoft Office
• Excellent written and verbal communication skills.
• Professional qualification or equivalent from a recognized institution.

Desirable requirements:
• Arabic language skills
• Master’s degree in a relevant field
• Experience of working in Qatar and / or the Gulf region

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.