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Document Controller

1 week ago

Dubai, Dubai, United Arab Emirates Juma Al Majid Holding Group L.L.C Full time
Roles and responsibilities
  • To supervise all site activities & monitoring of all workers functioning at the projects. Obtaining Material approval, drawing approval & site inspection approvals, Collection of Payments from the respective clients based on progress & Final Handing over / Job close out.
  • Update the Logs (Incoming & Outgoing Documents like Letter, MIR, RFI, Material Submittal, Method Statement and IFC, Shop and Coordination Drawings)
  • Documents (RFI, MIR, Material Submittal, Method Statement and Shop Drawings) Submission to Main Contractor for Approval.
  • Time Sheet Submission for More than 100 Nos. of Site Labors and Staffs for Payroll Process.
  • Convert the documents to PDF and Edit and Combine the PDF documents by Adobe Acrobat DC Pro.
  • Maintain the Staff Record (Staff No, Name, Designation, Mobile No, Passport & Visa Details) and Coordinate with HR.
  • Maintaining Materials Stock Report by Weekly and Monthly.
  • IT Support to the Site Staffs with More than 20 Nos. of PC and Printer.
  • Maintaining the IT Asset Record and Coordinate with IT Engineer from IT Desk
  • Operating System Installation.
  • Troubleshooting the issues of Hardware and Operating System. (added advantage)
  • Installation and Troubleshooting the Outlook mails. (added advantage)
  • Configure and troubleshooting the Wi-Fi Network. (added advantage)
  • Handing the ITSM application with Incident management and Service request.
  • Configure and troubleshooting the local and Network printer.
  • Configure the folder and file sharing to users with highly access security when required.
  • Installing and Troubleshooting the Scanner.
  • Plant and Equipment booking application at project site
  • Permit preparation and submission and renewal

Requirements

  • Bachelor degree in any discipline.
  • 4 to 5 years experience.
  • Good computer background
  • Excellent in English Language, Arabic would be an advantage
  • Ability to work under pressure

Benefits

  • Free Medical Insurance
  • Paid Annual Leave
  • Air Ticket every two years
Desired candidate profile

  • Document Management:

    • Storage and Organization: Creating and maintaining a systematic and efficient filing system for both physical and digital documents.
    • Document Indexing: Ensuring that all documents are properly indexed, categorized, and searchable for easy access.
    • Version Control: Managing different versions of documents to ensure that the most up-to-date versions are used and that older versions are archived properly.
    • Document Retrieval: Ensuring that documents can be easily retrieved by authorized personnel when needed.

  • Document Distribution:

    • Internal and External Distribution: Ensuring that documents are appropriately shared with internal teams, stakeholders, clients, or suppliers.
    • Ensuring Compliance: Verifying that documents are distributed in compliance with legal and regulatory requirements.
    • Tracking and Monitoring: Keeping track of document distribution and ensuring the correct version is being used by recipients.

  • Document Creation and Control:

    • Document Preparation: Preparing and formatting documents such as contracts, reports, manuals, and project documentation according to company standards.
    • Standardization: Ensuring that documents adhere to company templates, branding, and regulatory requirements.
    • Approval and Review: Ensuring that documents go through the necessary review, approval, and sign-off processes before being finalized or distributed.

  • Archiving and Retrieval:

    • Archiving: Ensuring that completed or outdated documents are securely archived in accordance with company retention policies.
    • Record Keeping: Keeping a record of all documents for audit purposes and ensuring that they are stored in an accessible manner.
    • Document Disposal: Managing the secure destruction or deletion of documents that are no longer needed.

  • Quality Control:

    • Ensuring Accuracy: Reviewing documents to ensure they are complete, accurate, and compliant with the company's standards.
    • Audit and Compliance: Participating in audits to ensure that document control practices comply with internal standards and external regulatory requirements (e.g., ISO, legal, or industry standards).