Secretary and Document Controller

Company: Stantec –

WebSite: Dubai, United Arab Emirates

Job Description:**Option 1: Formal & Concise**

Requisition Number: 23975BR

Description:

A Document Controller is required to join our team in Al Ain, United Arab Emirates. The Document Controller will manage and control all project-related documents, ensuring accuracy, completeness, and compliance with company standards.

Key Responsibilities:

* Registering and tracking all incoming and outgoing correspondence, meeting minutes, drawings, and technical submittals.
* Maintaining document registers, including stamping and recording all incoming and outgoing mail prior to distribution.
* Managing the control, tracking, and issuance of all project documentation, including but not limited to: correspondence, site instructions, change orders, NFCs, RFIs, CVIs, RFMs, letters, daily reports, and submittals from clients and subcontractors, inclusive of internal documents.
* Receiving, logging, and distributing technical documents, while assisting in the coordination and monitoring of administrative activities to expedite workflow.
* Maintaining and archiving all project files.
* Coordinating with consultants and contractors to facilitate document workflow and ensure document status closure.
* Performing electronic transmission of documents.
* Inputting data into databases related to document receipt and tracking.
* Providing administrative support to the Site office.
* Coordinating with Resident Engineers, Secretaries, and other staff to ensure record accuracy.
* Conducting regular electronic backups of project documents.
* Providing administrative support, including typing, filing, answering telephones, and maintaining calendars.
* Assisting with the preparation of technical specifications, tendering, and contract administration.
* Ensuring timely and accurate project invoicing and management.
* Collaborating effectively as part of a team.
* Liaising with remote teams to facilitate task and project completion.
* Maintaining effective communication.
* Adhering to safe work practices, company guidelines, and policies.
* Completing work in accordance with Stantec Core Values, Quality Systems, and Project Quality Procedures.
* Performing other duties as directed by the Resident Engineer.

Qualifications:

* Minimum five (5) years of experience in document management within an engineering or architectural firm.
* Graduate of a Business or Secretarial Course.
* Strong communication and organizational skills.
* Proficient in English oral and written communication.
* Analytical problem-solving and organizational abilities.
* Proven knowledge of document management principles and software.
* Proficiency in document control software such as Aconex, Unifier, and SharePoint.

About Stantec:

Stantec is a global design and consulting firm with approximately 22,000 employees across 400 locations. We are committed to designing with community in mind and fostering a collaborative work environment.

Work Location: United Arab Emirates-Abu Dhabi

Employment Type: Full-Time

Job Type: Regular

Job Category: Admin Support

Skills: