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Document Controller/ Office Assistant

4 months ago

Ajman, United Arab Emirates GAG Interiors Full time

Registering all incoming and outgoing correspondences, MoMs, Drawings & technical submittals.

Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution

Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions, change orders, NFC, RFI, CVI,RFM, Letters, staff daily report, Submittals and other forms of pertinent documents from the client and subcontractors

Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the work flow.

Set up/assist document control filing system.
- Maintaining all files within the Filing Department

Maintaining all tracking records and ensuring that they are initialled when a file is taken from the filing room

Maintaining all Tender Documents and ensuring originals are not take from the filing room
- Keeping all files in a tidy condition

Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager

Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date

Co-ordination between Client & Contractors for facilitating documents workflow and ensure documents status to be closed.

Follow-up with team members and others for “open” status items to be closed down.
- Maintain Project Documentation a

Electronic-transmission of documents
- Data input to database related to document receiving & tracking document.

Assist Site office administration

Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.

Archiving contract/project documents

Maintain Archive section up to date.

Successful closeout and handover of documentation as required by line manager

Regular periodic backup (electronic copy) of project documents

Other duties as requested from time to time.

Ability to commute/relocate:

- Ajman: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Diploma (preferred)

**Experience**:

- AutoCAD, Data Entry, Record Keeping: 2 years (preferred)

Expected Start Date: 02/01/2023