Secretary

Job Description:

Secretary / Document Controller

Sharjah, UAE

Parsons is looking for a talented Secretary/ Document Controller to join our team!

What You’ll Be Doing:

Key Responsibilities of a Secretary / Document Controller

Gathers statistics and general data; reviews and combines this information into established reports for use within the project/program. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative style.
May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.
Originates correspondence and reports not requiring the personal attention of immediate supervisor.
Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
May establish and maintain records of project equipment, including a log of equipment, vehicles’ service dates. May initiate requests for service.
May obtain basic data for completion of the project’s overhead budget and prepare associated recurring reports. May produce preliminary reconciliation as appropriate.
May coordinate physical space requirements for the assigned unit. Initiates requests for PCs and telephones, and updates project directories as appropriate.
May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, presentations as directed by immediate supervisor.
Performs other responsibilities associated with this position as may be appropriate.

1. Document Management & Control

Establish, maintain, and update document control procedures.
Ensure all project and company documents are properly filed, categorized, and easily retrievable.
Manage the flow of correspondence and documentation between project stakeholders.
Maintain up-to-date records of all project documentation in both electronic and hard copy formats.

2. Document Review & Distribution

Receive, check, and record all incoming and outgoing documents.
Ensure documents comply with established standards (format, numbering, revision, approval status).
Distribute documents promptly to concerned parties, ensuring controlled copies reach the right recipients.
Track document status, revisions, and approvals.

3. Compliance & Quality Assurance

Ensure documentation practices are in line with ISO standards, company policies, and contractual requirements.
Monitor that obsolete or superseded documents are removed and archived.
Support audits by providing required documentation and ensuring compliance records are accurate.

4. Coordination & Communication

Liaise with internal teams, consultants, contractors, and clients for document submissions and approvals.
Follow up with stakeholders to ensure timely submission and return of reviewed documents.
Provide support to project teams on document management systems and protocols.

What Desired Skills You’ll Bring:

BSc degree in a relevant field.
At least 3 years of relevant working experience and proven track record in leading teams.