Job purpose Coordination all activities related to the Document Control procedure, including technical documents, Drawings, commercial correspondence, Company Documentation Cycles and In-Out Company Letters. Coordination to deal with daily work, clerical and administrative support to Director, either as part of a team or individually, ensuring all team members have access to necessary documentation through the system.
Principle Accountabilities Provides secretarial/administrative supports directly to Director, exercising confidentiality, tact and diplomacy. Coordinates travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records. Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Keeps up the filling archive update and keep the private documents confidential. Maintains the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability. Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries. Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements Prepares statistical reports, Power Point presentations and Excel sheets. Participates in the development and implementation of secretarial standards, policies and practices for the organization.
Other Qualification or Certification Technical diploma or equivalent4-8 years’ experience in a similar role Strong communication skills (verbal & written) Excellent organizational and time-management skills. Data organization and storage knowledge. Ability to find and preserve paper documents. Knowledge of smart solve document management and document systems. Strong understanding of projects documents. Teaming up with other documentation groups. Strong analytical experience. Being able to work with one or more teams.