Executive Scretary & Document controller

Executive Scretary Cum Document controller

Al Faisal International Business & Security Services

Posted today

KEY ACCOUNTABILITIES:

• Manage the document control process including the creation revision approval distribution and archiving of documents.
• Track transmittals from external parties record the references of the transmittals and keep a copy of the documents transmitted.
• Transmit transmittals to external parties record the references of the transmittals and keep a copy of the documents transmitted.
• Review and distribute documents received from external parties to the appropriate team members in the organization track progress and followup with the relevant individual to ensure a timely response within the set deadline.
• In a timely manner review and distribute documents to external parties prepare letter of correspondance and keep a record of the transmitted letters.
• Review and consolidate feedback from multiple team members while ensuring consistency absence of errors/duplication in the consolidated feedback.
• Track progress and pending actions and report the status to the Line Manager
• Develop recordkeeping processes and continuously review and update the processes to enhance the efficiency and accuracy of document control systems.

• Provide secretarial support to management and staff including scheduling meetings managing calendars and handling correspondence.
• Prepare and edit documents reports presentations and other materials as required
• Prepare entry and Ministry of Interior passes for visitors to ensure authorized access.
• Make travel arrangements including organizing flight tickets and travel visas
• Make new meetings and appointments correspond with external and internal parties for making arrangements prepare agenda for the meeting and prepare and disseminate minutes of meeting
• Prepare daily agenda and updates for the Line Manager on upcoming meeting pending actions and matters that requires the Line Manager's attention
• Develop and maintain a record filing and archiving system ensure all documents are well stored and preserved in a secure manner and locate and retrieve documents as required
• Track invoices and process them in a timely manner

Minimum Qualifications:

• Bachelors degree in Business Administration from a reputable university is required.
• 5 years of experience in similar roles in large companies of which at least 3 years are in positions of progressively increasing managerial responsibilities demonstrating a strong need for effective leadership skills.

• Demonstrated problem solving ability and analytical thinking skills.
• Good understanding of power/energy and water sectors emerging trends and technologies.
• Proficiency in English (must) and Arabic (plus).
• Demonstrated operational and implementation experience.
• Ability to work with key stakeholders senior executives management team and external partners/advisors through collaboration & teamwork.
• Good communication and presentation skills.
• Good understanding of Qatar and GCC culture and working environment

Job Type: Full-time

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