Front Desk Secretary

5 days ago


Abu Dhabi, United Arab Emirates INEX CONTRACTING & INTERIORS LLC Full time

**Job description**

We are currently seeking for passionate and dynamic **Document Controller/ Front Desk Secretary** to strengthen our growing team.

**Requirements**:

- Previous document control/ front desk secretary experience
- Experience with Construction field Document Control systems
- Construction knowledge/background
- Minimum experience of 5 years in UAE
- Available to join immediately (preferable on Husband Visa)

**Duties**:

- **Front Desk Secretary**:_
- Greet visitors and colleagues in a very polite way, determine whether they should be given access to specific individuals
- Screening calls and taking messages
- Assist costumer’s inquiry and other matters
- Directly reporting to the Managing Partner
- Arranging meetings and calendars
- Handling documents requiring the Managing Partner's signature
- Maintaining an efficient document tracking system for easy updates
- Coordinating travel arrangements and itineraries
- Keeping the company profile and information up to date
- Constructing letters, memos, and other written communications
- Ensuring the accuracy of circulated documents
- Ensure that the pantry and office supplies are consistently well-stocked, and initiate purchase requisitions as necessary to replenish items.
- **Document Control**:_
- Controlling both company and project documentation
- Preparing, operating and updating document control procedures
- Ensuring all documentation meets format requirements and client/company standards
- Producing document progress reports for Project Managers as required
- Conducting regular review audits
- Collecting and storing files from various company departments
- Using computer software to facilitate the organization and distribution of documents within a company
- Working with a range of industry professionals
- Depending on the individual organization, Document Controllers may also be involved in the planning stage of a specific project
- Helping to ensure documents are requested and delivered at the appropriate times to help contribute towards timely project completion
- In a full-time position, Document Controllers usually work between 35 and 40 hours per week. Longer hours may be required in order to meet deadlines
- Answer phones, file, copy, order supplies, sort mail, relay messages, compose correspondence, and do other basic tasks common to business operations.
- Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produce logs, transmittal, and other reports as required.
- May assume HR/accounting duties such as gathering time cards, and other basic HR duties. Maintains employee directory and related data pertaining to employees assigned to the unit, including company resumes.
- Tracks paid-time-off hours charged and maintains schedule of future hours to be taken.
- Organizing - Schedule meetings if needed, travel arrangements when staff members must go out of town, handle a vast amount of paperwork, attention to where drawings, contracts, and the like need to be stored ensures that documents can be easily retrieved on demand.
- Must master the specific words and phrases associated with their industry. Such knowledge enables them to communicate more efficiently with staff members, vendors, and clients.
- Monitoring the information flow.
- Issuing all construction design documents to the relevant contractors and performing quality checks on all incoming documentation.
- General support with project and team administration, e.g. maintaining the project calendar, coordinating meeting arrangements and document formatting
- Receive and archive all electronic information and hard copies as required.
- Maintain project information database by ensuring all incoming and outgoing data is stored according to protocol.
- Prepare and issue formal Transmittals for all outgoing information.
- Prepare and issue formal instructions, Approval Request, meeting minutes and other outgoing documents.
- Monitor incoming queries (RFI s) and information to ensure all actions are completed.
- Monitor due dates for Consultant drawings to be issued, ensuring all information is released on time.
- Monitor project programme to highlight key dates and aid their successful completion.
- Prepare and update reports, minutes, and other documentation as necessary.
- Assist team members with the relevant document management procedures.
- Collect and/or track other data as required by the project team
- Print drawings and documents as necessary

**Salary**: AED2,500.00 - AED3,000.00 per month

Application Deadline: 29/02/2024



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