Required Arabic Speaking Secretary

Minimum Requirements:
Bachelor's Degree in Business Administration
2 to 3 years Experience in Secretarial Post.
• Set up and configure a document control system, ensuring that it is best suited the needs of the department
• Responsible for receiving, circulating and recording all incoming and outgoing faxes, emails and hand deliveries with appropriate sequential numbering system in each and every outgoing correspondence
• Manage the information distribution involved in Tender department using appropriate document control system
• Maintenance of accurate records of all drawings and other construction, tender and project documents issued by consultants and contractors, and by other internal departments through each stage of the project
• Ensuring usage of quality formats for correspondences, submittals, transmittals to clients, consultants, subcontractors and within divisions and departments
• Ensure all correspondences reach proper departments
• Ensure that an effective internal review loop is maintained so that all documents are properly reviewed
• Bring up quality forms, checklists as and when needed in coordination with QA/QC Engineer for technical aspects
• Maintain documentation for by using the appropriate project numbering system for easy traceability and proper filing (soft and hard copy)
• Coordinate with QA/QC Engineer for maintaining quality documentation so called, Document Register, Material Register & Drawing Register etc
• General administration, word processing including typing, audio and copy typing, distribution, copying and filing general correspondence, scanning of documents and saving at designated folders. Documents can range from general correspondence to proposal/tender related, key project related information
• Ensures proper document classification, sorting, filing and proper archiving
• Performs file backup to ensure proper storage and archiving of documents database/repository
• Binding and collating reports for professional presentations
• General office duties including - booking of meeting rooms, arranging couriers, opening and distributing the post, photocopying, faxing, stationary ordering and consumables, archiving, and sending out going post