Document Controller & Secretary - Power Projects

Apt Resources is seeking a Document Controller & Secretary for our client a leading Energy sector company in Doha Qatar
. This pivotal role involves managing the flow of project documentation supporting key project stakeholders and ensuring organized administrative operations in a fast‑paced environment.

• 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.
• Review and distribute documents received from external parties to the appropriate team members in the organization; track progress and follow up 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 letters of correspondence and keep a record of the transmitted letters.
• Review and consolidate feedback from multiple team members while ensuring consistency and absence of errors/duplication in the consolidated feedback.
• Track progress and pending actions and report the status to the Line Manager.
• Develop record‑keeping processes and continuously review and update them 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.
• Set up new meetings and appointments, correspond with external and internal parties for arrangements, prepare agendas for the meetings and disseminate minutes of meeting.
• Prepare daily agenda and updates for the Line Manager on upcoming meetings, pending actions and matters that require 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.

• Bachelor’s degree in Business Administration from a reputable university is required.

• 8 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 hands‑on 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.

Salary: QAR 12,500 plus all other benefits.

Key

Skills:

• Information Management
• Adobe Acrobat
• Continuous Improvement
• Records Management
• Assembly Experience
• User Acceptance Testing
• Project Engineering
• Share Point
• Filing
• Document Management Systems
• Mentoring
• Document Management

Employment Type: Contract
Experience: years
Vacancy: 1

Document Controller Secretary Power Projects
• Doha, Al Wakrah, Qatar