Document Management Specialist

2 months ago


Dubai, Dubai, United Arab Emirates Stantec Full time

Job Summary

The Document Controller will be responsible for managing and maintaining accurate and up-to-date project documentation, ensuring compliance with company policies and procedures. This role will involve coordinating with cross-functional teams, including engineering, architecture, and construction, to ensure seamless document flow and timely project delivery.

Key Responsibilities

  • Register and maintain all incoming and outgoing correspondences, MoMs, drawings, and technical submittals.
  • Coordinate with teams to ensure document status is closed and facilitate document workflow.
  • Responsible for receiving, logging, and distributing all technical documents, assisting in the coordination, and monitoring of administrative activities to facilitate and expedite the workflow.
  • Maintain and archive all files, ensuring data integrity and security.
  • Provide administrative support to office employees, including typing, filing, answering telephones, taking messages, maintaining appointment calendars, and other general office duties.
  • Assist with the preparation of technical specifications, tendering, and contract administration.
  • Ensure that each project or project phase is properly invoiced and managed in a timely manner.
  • Collaborate and work as part of a team, working in conjunction with all employees.
  • Liaise with teams working remotely from other parts of the world to facilitate the completion of tasks and projects.
  • Good communicator, following safe work practices and adhering to company guidelines and policies for planning and executing work safely.
  • Complete all work in line with Stantec Core Values and in accordance with the Stantec Quality Systems and Project Quality Procedures.

Requirements

  • Five (5) years' experience in document management systems in an engineering or architectural firm.
  • Graduate of Business or Secretarial Course. Experience in Infra and Water Recycle project is an advantage.
  • Strong communication and organizational skills. Good English oral and writing skills.
  • Analytical problem-solving and organizational ability.
  • Proven knowledge of document management, including all necessary software (MS Office).


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