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Document Controller & Admin Assistant

GTCI Constructors
Heliopolis, Cairo
Posted 1 year ago
357Applicants for1 open position
  • 176Viewed
  • 34In Consideration
  • 64Not Selected
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Job Details

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Job Description

Document Control  Role

  • Ensure that all documents follow the coordination consistent with the company's rules and regulations.
  • Create document templates for future use and manage document flow within the organization.
  • Maintain confidentiality about sensitive information and the organization's terms of agreement.
  • Supervise the easy retrieval of files according to the needs of employees and clients.
  • Review and update various documents and documents such as workflow files.
  • Follows up on the copies and storage of documents and documents.
  • Establish a system to assist management with paperwork.
  • Prepare customized project reports according to business needs.
  • Review and maintain the archive in hard copy as well as electronic.
  • Follows-up on the progress of documents.

Admin Role

  • Organize Meetings, greet clients and visitors who are coming to the office and ensure they received the suitable welcoming;
  • Greet and welcome guests as soon as they arrive at the office
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  • Organize, prepare agendas and take minutes of the meetings to record the taken decisions and follow up their executions;
  • Handle incoming, outgoing calls, correspondence, emails and all tasks required; - Administrate all the administration tasks including printing, photocopying, filing, and scanning the documents as needed;
  • Organize business travel, accommodations, conferences and executive managers onboarding:
  • Organize and prepare staff's meetings and follow up with the different departments on the requested actions
  • Maintain minimum level stationary supplies and coordinate deliveries.
  • Keep minimum stationary level of stuff
  • Follow up on office maintenance and contact concerned parties: electrician, carpenter…etc.
  • Order and record canteen & cleaning supplies
  • Carry out administrative duties of the department to fulfil the needs of all employees.
  • Follow up on messengers/ drivers’ missions progress

 

Job Requirements

  • Education: Bachelor degree.
  • Experience: 3-5 years of working experience in document control and administration 
  • Languages: Fluency spoken and written Arabic.
  • Proficiency in Microsoft Office Suite
  • Hands-on experience with office equipment (e.g. fax machines and printers)
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks

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