Administration Assistant

Job Description/Specification:

An organisation in Qatar is seeking an Administrative Assistant and Document Controller to provide administrative, secretarial, and document management support. The role combines general office administration with document control responsibilities, requiring strong organisational skills, attention to detail, and the ability to coordinate information across different departments.

The successful candidate will handle confidential office matters, prepare business documents, maintain filing systems, coordinate communications, and ensure that records are properly managed and accessible. The position also involves supporting procurement and finance procedures by following established company policies.

Key Responsibilities

Administrative and Secretarial Support

The selected candidate will perform a range of administrative duties to support the efficient operation of the office, including:

• Providing advanced, diversified, and confidential administrative and secretarial assistance.

• Handling clerical and administrative tasks involving different office situations and requirements.

• Preparing business presentations, spreadsheets, charts, and reports in coordination with the team.

• Maintaining complete and organised files, manuals, invoices, and other administrative records.

• Establishing and managing filing systems to ensure information can be retrieved easily.

• Coordinating travel arrangements and maintaining communication records, including emails and documents.

• Attending meetings, taking notes, and coordinating follow-up documentation.

• Researching information and initiating assigned administrative tasks.

• Coordinating internal and external communications.

• Responding to complaints, information requests, and staff enquiries.

• Explaining relevant internal procedures and policies when responding to enquiries.

• Performing additional administrative duties as assigned to support the work unit.

Document Control and Records Management

A significant part of the position involves maintaining proper document control procedures and ensuring accurate information management.

Responsibilities include:

• Overseeing document creation, distribution, and management.

• Ensuring that documents comply with established company control procedures.

• Maintaining organised filing systems for efficient document retrieval.

• Monitoring document versions and ensuring appropriate version control.

• Conducting regular document audits to check completeness and accuracy.

• Coordinating with cross-functional teams to support the smooth exchange of information and records.

• Acting as a communication link between departments on document-related matters.

• Maintaining effective communication with team members regarding document updates and requirements.

• Responding promptly and accurately to requests for information.

Procurement and Finance Coordination

The role also requires an understanding of company procurement and finance procedures. The employee will assist in following established policies and processes while supporting related administrative activities.

Qualifications and Experience

Candidates applying for this position should meet the following requirements:

• High school, vocational qualification, or diploma.

• Minimum of one year of job-related experience.

• High level of computer literacy, including Microsoft Office applications.

• Strong decision-making and problem-solving abilities.

• Good interpersonal and verbal communication skills.

• Knowledge of Arabic is considered an added advantage.

Applicants should be comfortable preparing spreadsheets, presentations, reports, and business documents. Experience with filing systems, document management, and coordinating administrative processes would also be relevant.

Skills Required for the Role

The position requires someone who can manage multiple administrative responsibilities while maintaining accuracy and confidentiality. Strong planning, organisation, communication, and problem-solving skills are important.

The ability to coordinate with different departments, respond to information requests, maintain document records, and follow established procedures will help ensure effective office operations.

Who Should Apply?

This opportunity may suit candidates with experience in office administration, secretarial support, document control, or records management. Applicants with a high school, vocational, or diploma qualification and at least one year of relevant experience can consider the role.

Candidates with strong MS Office skills and the ability to manage confidential documents, coordinate communications, and maintain organised records may be particularly well suited.

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