Document Controller - Building and Facilities Department

KEY RESULTS ACCOUNTABILITIE

Experienced in documents controlling of Buildings facilities projects.

Assist with management of EDMS records

Responsible for receiving circulating and recording all incoming and outgoing letters faxes emails and hand deliveries.

Ensuring sequential numbering system in each outgoing correspondence.

Ensuring quality formats being used adequately for correspondences submittals transmittals to clients consultants subcontractors and within divisions and departments.

Ensure all correspondences reach proper department or teams.

Develop and maintain both electronic and manual files for all correspondence

File correspondence

Arrange archiving in accordance with client policy and procedures

Research compile and analyze data for Buildings & Facilities Projects and various reports.

Attend internal team meetings as necessary.

Responsible for timely ordering and printing all office preprinted stationery items letterhead mailing envelopes business cards reuse me envelopes etc.

Support with clerical duties according to the demand of the Director office workload.

Performs other responsibilities associated with this position when appropriate.

Should be available on call 24/7

Requirements

CRITICAL COMPETENCIES

Ability to deploy available processes tools and time management methodologies that increase efficiency and productivity to fulfill objectives.

Possess strong commitment to the organization mission and is highly motivated to combine energy and expertise with other members of the department to achieve a common objective.

Ability to evaluate various means and ways of problems/issues resolution. Sound document management background to effect and encourage creative and innovative problemsolving techniques.

Able and willing to be accountable for all actions and responsibilities associated with the position or role to perform the required and necessary duties regardless of if they are dictated implied or imposed upon for the betterment and realization of objectives of the department.

Excellent interpersonal skills and ability to work with a diverse group of people and professionals with different expertise and background and to motivate and build positive synergy among team members.

Main tasks: 1. Follow up on official correspondence and communications received by the Executive Director s Office, which include (letters, e-mails) to ensure that the necessary measures are taken. 2. Preserving correspondence, and official documents within an integrated document preservation system. 3. Follow up on the status of messages received from all sectors and departments of the Authority. 4. Preparing for the evaluation of the Office of the Executive Director. 5. Covering the duties of the Executive Director s secretary during his vacation. 6. Preparing monthly reports related to correspondence to the Executive Director. 7. Managing incoming/ outgoing correspondence from the Office of the Executive Director through the Tarasul system. 8. Follow up co-ordination with the office of the Director General and Chairman of the Board of Directors to ensure that all directives and instructions of the Director General and Chairman of the Board of Directors are implemented. 9. Ensuring that correspondences that do not have a specific end date are not delayed for more than two months. 10. Ensuring that all requirements are provided on time and that their completion is not delayed. 11. Receiving messages (forms, minutes of meetings) that require the approval of the Executive Director and sending them to the concerned authority upon approval. 12. Periodic follow-up and updating of the shared file. 13. Following up on matters related to the Office of the Executive Director and preparing and implementing the tasks assigned to me, including minutes of meetings, PowerPoint presentations