Document Controller – Office Administrator
SRT Marine Systems plc
contract
Posted on:
Location Type: Hybrid
Location: Kuwait • Kuwait
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements
- Ensure all documents are filed and updated regularly within the document management system (DMS), both electronically and physically
- Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines
- Prepare and maintain project-specific document registers and transmittals
- Supervise and support the team to ensure the efficient operation of the office and smooth day-to-day administrative tasks
- Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting
- Coordinate travel and accommodation arrangements for site-based teams, senior management, and project personnel.
- Ensure the office environment remains organised, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary
- Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies
- Assist with preparing, organising, and maintaining all necessary documentation for project audits and client inspections
- Liaising with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications
- Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items
- Work closely with project managers, engineers, and other team members to ensure that all documents and contracts are available, up to date, and compliant with both client and regulatory standards
- Support the HR team with on-boarding procedures, managing employee records, and coordinating office staff schedules and holidays
- Prepare and maintain general office reports, project status updates, and internal documentation as required
- Handle the scheduling of project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively
- Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders
- Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project
- Maintain project records and ensure the appropriate revision control and version tracking for all technical and contractual documents
- Maintain document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible
Requirements
- Fluent English and Arabic, written and oral
- Experience of using Microsoft Project would be highly advantageous
- Excellent communication and interpersonal skills
- Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results.
- Highly organised, with a meticulous attention to detail and proven administration experience.
- Work well and accurately under pressure to meet deadlines.
- Ability to multitask and know how to prioritise daily activities, while following the established procedures
- Capable of working on own initiative and able to make decisions
- Comfortable with using IT communication and file sharing systems such as Word, Excel, Powerpoint, Teams, SharePoint, ShareFile etc
Benefits
- Excellent pay
- Long term career development opportunities
- Benefits package that includes private medical care
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
document managementbudget preparationfinancial reportingproject documentationrevision controlversion trackingadministrationproject auditsregulatory compliancemultitasking
Soft skills
communicationinterpersonal skillsorganisational skillsattention to detailself-motivatedpro-activepositive attitudeability to work under pressuredecision makingtime management