Secretary / Document Controller

Secretarial and administrative duties:

• Correspondence: Draft, type, send, and file letters, emails, memos, and notices in English (and Arabic if required) on behalf of management.
• Calls and visitors: Answer phone calls, receive visitors, customers, and suppliers, and direct them to the right person.
• Scheduling: Manage the manager’s calendar, appointments, meetings, and travel arrangements.
• Meetings: Prepare agendas, take minutes, circulate them, and follow up on action items.
• Office supplies: Monitor stationery and office stock, raise purchase requests, and coordinate with suppliers.
• Coordination: Pass instructions between management, production, sales, warehouse, and accounts departments.

Document control duties:

• Filing system: Maintain an organized physical and electronic filing system for all factory documents.
• Document register: Keep registers for incoming and outgoing documents, with reference numbers, dates, and status.
• Version control: Make sure only current, approved versions of procedures, drawings, and forms are in use, and withdraw outdated copies.
• Business records: File and track quotations, purchase orders, delivery notes, invoices, packing lists, and customer and supplier contracts.
• Quality and compliance records: Maintain quality inspection reports, material test certificates, batch records, ISO documents, and safety records.
• Licenses and permits: Track expiry dates of trade licenses, municipality and civil defense permits, insurance, vehicle registrations, and employee visas and labor cards, and alert management before renewal.
• Archiving: Archive old records according to company retention policy and keep confidential documents secure.
• Data entry: Update ERP, Excel sheets, or databases accurately and on time.

Support to other departments:

• Sales and orders: Help prepare quotations, order confirmations, and shipment documents, including certificates of origin and customs paperwork when needed.
• HR support: Maintain employee files, attendance records, leave records, and assist with recruitment paperwork.
• Accounts support: Send required documents to the accounts team and help follow up on payments and pending paperwork.

General duties:

• Confidentiality: Handle all company and client information with strict confidentiality.
• Audits: Prepare and produce documents quickly during internal and external audits and inspections.
• Other duties: Perform any other reasonable tasks assigned by management.

Requirements:

• Diploma or bachelor’s degree in Business Administration, Office Management, or a related field.
• 2 to 3 years of experience as a secretary, administrator, or document controller, preferably in manufacturing or construction materials.
• Good written and spoken English; Arabic is an advantage.
• Proficient in MS Office (Word, Excel, Outlook) and comfortable with ERP or document management systems.
• Strong organization, attention to detail, and time management.
• Professional manner, discretion, and good communication skills.

Pay: AED4,000.00 - AED5,000.00 per month

Work Location: In person