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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