Job Description

Document Control and Administrative Coordinator

Summary

We are seeking a detail-oriented

Document Control and Administrative Coordinator

to manage and maintain documentation, administrative processes, and project coordination activities. This role involves handling baseline documentation, processing quotations, managing correspondence, and supporting procurement and financial operations. The ideal candidate will ensure compliance with company guidelines, facilitate smooth communication between teams, and contribute to risk assessment and business continuity efforts.

Requirements

Document Management

:Manage baseline documentation and maintain organized filing and archival systems for contractual documents and agreements.

Format project design documents according to company guidelines and register them with Document Control for official distribution.

Correspondence and Reporting

:Prepare and process quotations, job measurement sheets, monthly reports, meeting minutes, and miscellaneous correspondence for submission to customers.

Record and manage incoming letters, variation orders, and work instructions, routing them appropriately to internal teams and subcontractors.

Personnel and Compliance Coordination

:Compile and verify personnel forms for project team members and coordinate submissions to authorities for security clearance purposes.

Financial and Procurement Support

:Track and monitor expiration dates for POAs, banker's guarantees, bonds, and insurance policies, initiating timely renewal processes.

Process payment request submissions and follow up on the issuance of payment certificates by customers.


Prepare necessary forms and supporting documents for billings and e-billings, obtain management approval, and coordinate with the Finance Operations Support team for timely issuance of invoices.

Inventory and Procurement

:Perform data entry and coordinate project inventory management activities to ensure accurate tracking and identification of storage locations.

Support procurement activities, including raising e-PRs, tracking purchase orders and deliveries, and processing goods receipts and vendor payments.

Audit and Risk Management

:Assist in the preparation and coordination of project audits and Business Continuity Management (BCM) exercises.

Serve as a contributing member of the Risk Assessment (RA) team.

Qualifications

Diploma or degree in Business Administration, Project Management, or a related field. Proven experience in document control, administrative coordination, or a similar role. Strong organizational skills and attention to detail. Proficiency in Microsoft Office Suite and document management systems. Excellent written and verbal communication skills. Ability to work independently and collaboratively in a team environment. Experience in procurement, financial operations, or project administration is advantageous. * Familiarity with risk assessment and business continuity planning is a plus.