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SECRETARY Cum DOCUMENT CONTROLLER

Job Description and Requirements
Job Description:
  • A secretary/document controller shall undertake various functions related to document controling, document archiving, payments and maintenance of document register for construction.
  • Role holder would be under supervision of CEO Real Estate Development.
  • This post involves coordinating with the different departments within an organisation and ensuring that documents are kept in the right location and are accessible to all internal services.
  • This role often involves working to deadlines and ensuring that all departments of the organisation are following the same procedures with regards to documents.
Main Responsibilities:
Performs experience level secretarial tasks of a confidential nature
Prepares engineering project reports, as required.
Gathering information for implementing and registering new project
Collecting inputs from consultants or contractors.
Manual follow up with the consultants to get an expected schedule for all pending documents.
Prepare and draft letters, work orders and contracts.
Prepare payments and to verify completeness and accuracy of data.
Assist with the implementation, management and administration of the department electronic document management system.
Review and proofread documents for consistency of document format and system concerns.
Posts changes to computerized or manual control records, and maintains related files.
Prepare reports and memorandum
Prepare reproduction of documents.

Specific Responsibilities:
Coordinate the activities of secretarial and document control, including distribution of documents, tracking and reporting on document review progress
Manage archival activities for controlled documents and validation files.
Maintains specifically assigned project database/s.
Ensures proper document classification, sorting, filing and proper archiving.
Reviews completeness of documentation and prepares document transmittals.
Performs document quality check in accordance to company engineering document control procedures.
Performs file backup to ensure proper storage and archiving of electronic registers.
Managing and maintaining budgets, as well as invoicing
Perform other duties as assigned.

Minimum Requirements:
Completion of college education preferably Engineering or Business Administration or equivalent with relevant years of experience.
Minimum of 7 years work experience, of which at least 2 years in a similar capacity in a local construction or real estate development company.
Excellent command of written & spoken English and ability to prepare reports
Functional knowledge of construction.
Excellent organisational skills and familiar with effective filing.
Ability to monitor and evaluate systems and to look for improvements.
Understanding of the organisation's business matters is crucial so as to be able to identify and control documents effectively.
Having high attention to details and be accurate.
Flexible, proactive, reliable and honest.
Experience with Quality System Documentation and good documentation practices.
Work on complex assignments in collaboration with various department system owners.
Strong interpersonal skills and ability to work with others in a positive and collaborative manner.
Demonstrated ability to work accurately, follow instructions/schedules/timelines and handle multiple priorities.
Polished, professional, well-organized, eager to learn and be challenged.
Ability to utilize multiple word-processing and database applications including Microsoft Office applications Word, Excel, power point and Adobe Acrobat, etc.