Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates
Salary Range
AED
5,000
-
AED
8,500
(Monthly)
A free Jobstore account is required to proceed to the employer site.
Job Purpose
To ensure administration and upkeep of all Third Party Services related documentation is in accordance with company requirements for projects, products and services.
Principal Accountabilities
Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site.
Compilation and upkeep of daily technical reports and Service Operations Manuals.
Assist or deputize for the Contracts Administrator when they are unavailable.
Collate all documentation for contractor Site Safety.
Collate all documentation for purchase order requests.
Provide administrative support such as preparing correspondences, required documentations for the department.
Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client.
Support in the development and improvement of all required administration systems to ensure smooth operations.
Serves as a point of contact for contractors for receiving invoices, service report, and other submittals for Line Manager’s review.
Process all invoices in line with company policies and forward to Finance.
Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress.
Responsible for archiving, filing and distribution of documents as required.
Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked-in out from the storage area in order to prevent loss of documentation Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments.
Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents.
Prepares Document Transmittals, Delivery and collection of documents from other departments.
Implement and communicate a process in order to ensure documentation is accessible.
Perform other duties as assigned by the Direct Manager.
Qualification & Experience
Education/Qualification
Bachelor’s Degree in any discipline with Document Control Experience preferred
Work Experience
Minimum of 3 years of construction and services Document Control Experience, two of which in Contract document control position.
Experience in relevant industry a plus.
Knowledge
Sound knowledge of document control principles for contract and subcontract administration and related disciplines.
Skills
The use of computer programs, including Microsoft Word, is necessary as well as general familiarization with the internet including ability for research. Excellent communication and problem solving skills required.
Must possess good written and verbal communication skills and the ability to successfully interact with all levels of the Company and subcontractor organizations.
KPIs
Monthly review, update and report to line manager on status of site documentation.
Distribute and file relevant documents such as SOMs, technical reports, correspondences within 3 working days after receipt.
Monthly update of technical reports and work completion for all services.
Ensure weekly completion of review and forwarding of all invoice to Finance.
Job Challenges
Time consuming process in dealing with the suppliers and other departments to obtain necessary approvals
A free Jobstore account is required to proceed to the employer site.
AE
