Secretary & Document Controller

About the Role

Acwa China is seeking a Document Controller to join their team in Al Qassim. This full-time role is essential for maintaining the Document Control and Document Management System, ensuring the proper registration, tracking, filing, distribution, and archiving of all relevant documents. The ideal candidate will have 2-5 years of experience in a similar capacity.

Key Responsibilities

• Operate the Electronic Document Management System (EDMS) in compliance with company standards and line manager directives.
• Provide comprehensive document control and administrative support to the assigned team.
• Register and maintain accurate records of all incoming and outgoing correspondence, letters, Minutes of Meetings (MoMs), drawings, technical submittals, and other documents in both Arabic and English.
• Manage the register for incoming and outgoing mail, including stamping, recording, distribution, and circulation processes.
• Control, track, and issue various documents such as correspondence, MoMs, resolutions, constitutional documents, licenses, permits, agreements, and other relevant materials from departments, project companies, and stakeholders.
• Receive, log, and distribute documents, while supporting the coordination and monitoring of administrative activities to ensure efficient workflow.
• Establish and maintain the document control filing system in accordance with company Standard Operating Procedures.
• Maintain files and tracking records, ensuring proper control when documents or files are accessed from the filing system.
• Follow up with relevant individuals to ensure timely return or closure of files and outstanding documents.
• Maintain tender documents and ensure the appropriate control of original documents.
• Ensure all physical and electronic files are properly organized and maintained.
• Collect, record, and distribute incoming communications to the relevant individuals as required.
• Implement and maintain a coordinated and consistent filing system, ensuring all records are up to date and maintained according to QSE procedures.
• Coordinate with internal teams, third-party consultants, contractors, and other stakeholders to facilitate document workflows and ensure document statuses are properly closed.
• Follow up on open document-control items with relevant stakeholders until closure.
• Maintain project documentation in accordance with applicable ISO standards.
• Manage the electronic transmission of documents.
• Perform data entry and maintain databases related to document receipt, distribution, and tracking.
• Coordinate with team members, secretaries, and other staff to ensure the accuracy and completeness of records.
• Archive contract and project documentation and ensure archive records remain up to date.
• Support the successful closeout and handover of documentation as required by the line manager.
• Ensure regular periodic electronic backups of project documents.
• Adhere to all relevant organizational and departmental policies, processes, Standard Operating Procedures, and instructions.
• Contribute to continuous improvement initiatives, programs, and projects in line with organizational standards.
• Perform other related duties or assignments as directed.

Experience and Work Conditions

Candidates should possess 2-5 years of relevant experience. The role requires the ability to manage multiple documents, requests, and priorities effectively, while maintaining accuracy and ensuring the timely completion of all document-control activities.