Document Management Specialist

5 days ago


Dubai, Dubai, United Arab Emirates Egis Full time

About the Role

At Egis, we are seeking a highly skilled Document Management Specialist to join our team. This is an exciting opportunity for a detail-oriented individual to play a key role in implementing and maintaining our document management system.

Key Responsibilities

  1. Implement and Maintain Document Management System: Develop and implement a comprehensive document management system to manage all project documents. Ensure the system is user-friendly and accessible to all authorized personnel.
  2. Document Control: Receive, review, and register all incoming and outgoing project documents. Ensure documents are complete, accurate, and comply with project standards before filing and distribution. Monitor the flow of documents in and out of the organization.
  3. Document Distribution: Distribute documents to relevant parties promptly and efficiently. Track and manage document review and approval processes. Ensure that only the most current and approved documents are distributed and used.
  4. Document Storage and Retrieval: Organize and maintain physical and electronic document storage systems. Ensure documents are easily retrievable and secure from unauthorized access. Maintain an archive of project documents for future reference.
  5. Revision Control: Manage and control document revisions, ensuring all changes are tracked and documented. Maintain a register of document revisions and ensure all stakeholders are aware of updates.
  6. Compliance and Standards: Ensure all documents comply with relevant legal, regulatory, and project-specific standards. Regularly review and update document control procedures to align with best practices and standards.
  7. Reporting: Generate regular reports on the status of document control activities. Provide document status updates to project managers and other stakeholders.
  8. Coordination and Communication: Coordinate with project teams, clients, subcontractors, and other stakeholders to ensure effective document control. Communicate document control processes and requirements clearly and effectively.

Requirements

  • Bachelor's degree in business administration/information management or related field.
  • 2-5 years of experience.
  • Must be a UAE National with Family book.
  • Strong organizational and time management skills.
  • Excellent attention to detail and accuracy.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and document management software.
  • Strong communication and interpersonal skills.
  • Ability to work independently and as part of a team.


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