Black & Grey HR is hiring for a Senior Executive – Document Control for a Facility Management company based in Egypt. The role will be responsible for establishing and maintaining effective document control systems, managing project documentation and records, coordinating with internal departments, contractors, consultants, and government offices, and ensuring the accuracy, confidentiality, and timely submission of all documents.
Key Responsibilities:
- Establish and maintain effective document control systems for all projects in accordance with company procedures and requirements.
- Maintain accurate project filing systems, document registers, and electronic archives.
- Receive, log, track, and distribute technical documents, drawings, correspondence, and other project-related records.
- Manage electronic filing of incoming and outgoing emails and ensure proper documentation of all communications.
- Assist in preparing tender documents, including Requests for Proposals (RFPs), Bills of Quantities (BOQs), Purchase Requests (PRs), and Purchase Orders (POs).
- Review documents for accuracy, completeness, correct filenames, coding, approvals, and compliance before submission.
- Ensure all documents are submitted within specified deadlines and follow established company procedures.
- Conduct regular document audits to verify that records are properly maintained, submitted, and distributed to the relevant departments.
- Coordinate with internal departments to ensure documents are filed, archived, and maintained in the appropriate locations.
- Prepare and submit corporate documents and governmental letters in a timely and professional manner.
- Maintain complete records of contracts, award letters, contract addenda, monthly KPIs, invoices, and other contractual documentation.
- Coordinate with contractors and relevant stakeholders during project handover, including handover documentation and area transfers.
- Maintain correspondence and records related to internal and external audits.
- Ensure documents are properly batched, coded, and submitted with the required header sheets and supporting information.
- Coordinate with employees and relevant departments to facilitate timely document submissions and resolve documentation discrepancies.
- Maintain the confidentiality and integrity of company and project documentation.
Requirements:
- Minimum 5 years of experience in Document Control and Administration.
- A bachelor's degree is essential.
- Strong knowledge of document control procedures, filing systems, document registers, and electronic archiving.
- Experience with Electronic Document Management Systems (EDMS) and document tracking tools.
- Experience handling technical documentation, project records, tender documents, contracts, and official correspondence
- Ability to review documents for accuracy, completeness, approvals, and compliance with submission requirements.
- Experience conducting document audits and maintaining accurate records for internal and external reviews.
- Strong organizational, planning, and time management skills.
- Excellent attention to detail and the ability to manage multiple priorities under pressure.
- Good communication and interpersonal skills to coordinate effectively with internal departments, contractors, consultants, and government offices.
- High level of integrity and the ability to maintain confidential information.
- Ability to work independently, follow standard operating procedures, and ensure timely and accurate document submissions.
