Full job description

The Document Controller / Secretary is responsible for managing and organizing company documents, ensuring accuracy, quality, and integrity of documentation. This role also provides general administrative support, including handling correspondence, scheduling meetings, and maintaining office systems.

Key Responsibilities:

• Manage and maintain all incoming and outgoing documents in accordance with company policies.
• Ensure proper document classification, organization, and filing (physical and electronic).
• Track document versions and revisions, maintaining version control across teams.
• Distribute project documents to relevant stakeholders as per distribution matrix.
• Liaise with project teams to ensure timely document submissions and updates.
• Perform regular audits to ensure documents are up to date and properly archived.
• Ensure confidentiality and security of all documentation.
• Use Excel to generate reports to support project management and administrative tasks.

Secretarial / Administrative Duties:

• Handle phone calls, emails, and other forms of communication professionally.
• Draft, format, and proofread internal and external correspondence.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare meeting agendas, take minutes, and distribute them accordingly.
• Maintain an organized filing system for company and project documentation.
• Assist in the preparation of reports, presentations, and project documentation.

Qualifications & Skills:

• Proven experience as a document controller, secretary, or similar administrative role.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint); experience with document management systems is a plus.
• Excellent organizational and time management skills.
• Attention to detail and a commitment to accuracy.
• Strong verbal and written communication skills.
• Ability to work independently and handle confidential information with integrity.
• Highly proficient in Microsoft Excel, including advanced functions.

Education & Experience:

• Bachelor’s degree; additional qualifications in office administration or document management are a plus.
• 2+ years of experience in a similar role.