Document Controller & Secretary (Non-Western)-Saudi Arabia

Do you want to shape the world of tomorrow and work on innovative projects? Then you're a good fit for us! We are a global engineering group with 15,000 employees and 140 locations worldwide. With our services, we are driving the topics of energy efficiency, climate protection and decarbonization and developing tech industries into new dimensions.

The world of SEGULA Technologies Experts revolves around industries such as automotive, software, energy and life sciences. As an independent player, we support OEMs and suppliers with personal engineering services. Take advantage of new opportunities and take on exciting tasks and attractive positions with direct customer assignment.

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:

1. 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.

2. Submittal and Coordination:

   
   
   • Track and follow up on project submittals, including but not limited to technical drawings, specifications, and reports.
   • Ensure that all submittals are issued, received, and recorded in the system on time, in accordance with project timelines.
   • Coordinate with discipline engineers to ensure submittals are accurate and compliant with project requirements.
   • Organize the review and approval process for project documents, ensuring that relevant teams provide feedback within set timelines.

3. Communication and Coordination:

   
   
   • Serve as a point of contact for the receipt and issuance of project documentation to and from all stakeholders.
   • Liaise with project teams, contractors, and suppliers to ensure proper document flow and to resolve any document-related issues.
   • Assist in preparing reports, presentations, and meeting minutes related to project documentation or administrative matters.

4. Document Control System Management:

   
   
   • Utilize Iconic or equivalent document control software for maintaining an up-to-date record of all project-related documents.
   • Ensure proper version control of all documents, preventing any duplication or incorrect usage of outdated versions.
   • Archive project documents in a systematic manner for future reference and retrieval.

5. General Secretarial and Administrative Support:

   
   
   • Provide secretarial support to the management team by scheduling meetings, preparing agendas, and recording meeting minutes.
   • Assist with travel arrangements, event coordination, and general administrative tasks as required by the project or department.

6. Confidentiality & Compliance:

   
   
   • Maintain the highest level of confidentiality regarding project and company information.
   • Ensure all documents comply with company policies, legal requirements, and industry best practices.

• Experience:

  
  
  • Minimum 6 years of experience in document control and administrative support within a similar industry or project environment.
  • Proficiency in using document management software, preferably Iconic or equivalent.
  • Strong understanding of project documentation processes, including submittals, reviews, approvals, and archiving.

• Languages:

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

• Technical Skills:

  
  
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience working with document management software (Iconic or equivalent).

• Organizational Skills:

  
  
  • Exceptional organizational skills with the ability to prioritize and manage multiple tasks.
  • Strong attention to detail with the ability to track various project documentation processes.
  • Ability to work under pressure and meet deadlines.

• Communication Skills:

  
  
  • Excellent written and verbal communication skills in both English and Arabic.
  • Ability to liaise effectively with different departments, stakeholders, and contractors.

• Other:

  
  
  • Strong interpersonal skills and the ability to work in a collaborative team environment.
  • Knowledge of relevant industry standards and best practices for document control.
  • Ability to handle sensitive information with discretion and professionalism.

• Experience in large-scale, iconic, or complex projects is a plus.
• Familiarity with construction or engineering documentation and standards is beneficial.