Document Coordinator

4 days ago


Dubai, Dubai, United Arab Emirates Ebbot Full time

Ebbot is a leading provider of exceptional Engineering and Architectural Services throughout the region.

About Us

Founded in 2006 by a group of experienced engineers and architects, Ebbot has established itself as a reputable firm for delivering comprehensive and innovative solutions.

This diverse and talented team enables us to deliver top-notch services, making us a go-to choice for clients seeking expert advice.

Job Description

The Document Controller role is responsible for ensuring the proper management and organization of all project documentation, correspondence, and administrative tasks related to the project. This includes communication with internal teams and external stakeholders, meeting coordination, record-keeping, and office supplies management.

The role ensures smooth project operations by maintaining accurate records and supporting the project team with day-to-day administrative functions.

Key Responsibilities
  1. Communication and Liaison:
  • Liaise effectively with the Resident Engineer, Engineers, site staff, and external contacts on behalf of the project office.
  • Screen and manage incoming emails and telephone calls, action responses, and redirect correspondence when necessary.
  • Serve as a key point of contact for communications between the project office and external stakeholders.
Meeting Coordination and Documentation:
  • Coordinate and organize meetings, seminars, and events within the project office and with external clients.
  • Assist with the preparation of presentations, agendas, and minutes for project-related meetings.
  • Document and distribute meeting minutes and action items to ensure follow-up.
Administrative Support:
  • Provide word processing, clerical support, photocopying, filing, and minute-taking duties related to the project.
  • Maintain confidential project records and organize reports, correspondence, and related materials for easy retrieval.
  • Perform secretarial, administrative, and organizing tasks, ensuring alignment with organizational policies.
Process Improvement and Record Management:
  • Propose and implement improvements to internal processes and procedures to enhance office administration efficiency.
  • Maintain computerized records of all service users referred to the project and ensure accurate record-keeping.
  • Monitor and manage the flow of documents to and from the project, ensuring that all documents are filed and indexed appropriately.


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