10 Oct
Parsons
Dubai
Parsons is looking for an amazingly talented **Site Secretary/ **Document Controller **to join our team! In this role you will get to **perform **a variety of document control functions for a project or department.
**What You'll Be Doing**:
- Gathers statistics and general data; reviews and combines this information into established reports for use within and outside the unit. Such reports may be in spreadsheet or graphical formats, or narrative style word documents.
- May be responsible for verifying data gathered, such as matching supplier invoices against file copies.
- Reviews time reports to verify accuracy of hours worked and Job#/WBS charges. Follows up to ensure timely processing of corrections.
- Prepares general correspondence and maintains general files.
- Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
- May establish and maintain records of equipment, including a log of equipment service dates.
- May obtain basic data for completion of the unit's overhead budget and prepare associated recurring reports.
- May coordinate physical space requirements for the assigned unit. May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, as directed by immediate supervisor.
- Plans, organizes, and implements systems for efficient document processing of all communications, supplier documents, design documents, construction documents or other internal or external documents.
- Coordinates the flow of documents between project operations, engineering disciplines, construction team, or other department groups. Incumbent is typically responsible for a small to medium-sized project.
- Will have knowledge of both the work processes of document control and also the use of electronic systems used to manage documentation.
- Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
- Supports the receipt, tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.
- Provides assistance to users in capturing and locating electronic information.
- Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at time of closeout. Manages scheduled destruction of archived documents according to company and/or Client guidelines; provides assistance with document retrieval.
- Serves as liaison between support group, home office and field personnel. Interfaces with groups inside and outside the organization.
- Performs other responsibilities associated with this position as may be appropriate.
**What Required Skills You'll Bring**:
- Diploma in Civil Engineering or Bachelor's Degree in relevant field from an accredited university/institution.
- 7+ years of relevant work experience in Construction or Engineering companies.
- Basic knowledge and experience in document control from the project initiation to close out phases, utilizing computer-based systems (Primavera Contract Management, Acrobat and EDMS).
- Knowledgeable of document control work processes and utilization of electronic systems for document management.
- Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel. Assignments will require a working knowledge of Electronic Document Management Systems.
- Excellent verbal and written communication skills in English.
**What Desired Skills You'll Bring**:
- Experience in using Aconex will be added advantage.
- Good general office practice skills are required.
**Minimum Clearance Required to Start**:
Not Applicable/None
Parsons is an equal opportunity employer committed to diversity in the workplace. Minority/Female/Disabled/Protected Veteran.
▶️ Site Secretary/document Controller
🖊️ Parsons
📍 Dubai