Document Controller & Secretary-Saudi Arabia-Expats / Saudization-Jeddah

We are seeking a highly organized detail-oriented Document Controller & Secretary with at least 6 years of experience in the relevant field. The successful candidate will be responsible for maintaining and managing all project documentation ensuring proper filing record keeping and timely communication with various teams. The ideal candidate should have proficiency in both English and Arabic and experience with document management systems (preferably Iconic or equivalent software).

Key Responsibilities :

Document Management :

Maintain and organize all project documents ensuring they are properly classified archived and easily accessible.

• Manage incoming and outgoing correspondence ensuring timely distribution and acknowledgment.
• Ensure all documents are filed accurately and up to date in both physical and digital formats.
• Assist with document retrieval for audits project reviews or internal purposes.
• Provide administrative support in managing contracts technical drawings reports and other project-related documents.

Submittal and Coordination :

Track and follow up on project submittals including but not limited to technical drawings specifications and reports.

Communication and Coordination :

Serve as a point of contact for the receipt and issuance of project documentation to and from all stakeholders.

Document Control System Management :

Utilize Iconic or equivalent document control software for maintaining an up-to-date record of all project-related documents.

General Secretarial and Administrative Support :

Provide secretarial support to the management team by scheduling meetings preparing agendas and recording meeting minutes.

Confidentiality & Compliance :

Maintain the highest level of confidentiality regarding project and company information.

Qualifications : Experience :

Minimum 6 years of experience in document control and administrative support within a similar industry or project environment.

Languages :

Fluency in both English and Arabic (written and verbal) is required.

Technical Skills :

Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook).

Organizational Skills :

Exceptional organizational skills with the ability to prioritize and manage multiple tasks.

Communication Skills :

Excellent written and verbal communication skills in both English and Arabic.

Other :

Strong interpersonal skills and the ability to work in a collaborative team environment.

Additional Information :

Remote Work : No

Employment Type : Full-time

Key Skills

Information Management,Adobe Acrobat,Continuous Improvement,Records Management,Assembly Experience,User Acceptance Testing,Project Engineering,Sharepoint,Filing,Document Management Systems,Mentoring,Document Management

Department / Functional Area : Project Management

Experience : years

Vacancy : 1