Secretary / Document Controller

Role purpose

Document control

• Maintain company and project document registers for submittals, approvals, drawings, technical datasheets, reports, certificates, warranties, delivery notes, purchase orders, quotations, contracts, and correspondence.
• Name, date, version-control, and archive documents; maintain electronic and physical filing systems where required.
• Retrieve requested records and ensure teams use the latest approved revisions.

Submittals and approvals

• Compile project submittal packages with Design, Sales, and Technical teams, including material submittals, datasheets, compliance statements, test reports, sample records, warranties, and catalogues.
• Track submission dates, revisions, approval status, comments, and resubmission needs; follow up on pending approvals.
• Maintain records of approved, rejected, and revised submissions.

Registrations and expiry monitoring

• Handle company registrations and vendor prequalification for contractors, consultants, developers, and government entities.
• Maintain trade license, chamber membership, VAT, bank, company profile, certification, manufacturer authorization, and agency documents.
• Track expiry dates for licenses, memberships, insurance, assigned employee documents, supplier and product certificates, warranties, and vendor registrations; alert management before renewal.

Tender and sales support

• Download and organize tender files, prepare tender folders, and check required forms and supporting documents.
• Track submitted tenders and quotations and assist with customer follow-up documentation.
• Support company profiles, presentations, prequalification packages, and capability statements.

Administrative and commercial records

• Prepare official letters and routine emails, organize correspondence, schedule meetings, and assist management with administrative follow-up.
• Maintain contact databases and handle general office documentation.
• Maintain customer purchase orders, contracts, amendments, variation orders, payment terms, and project records; verify purchase orders against approved quotations.
• Coordinate supporting documents for invoicing and payment collection with Accounts.

Delivery and handover

• Maintain signed delivery notes and compile project handover packages with approved submittals, datasheets, test and warranty certificates, as-built records where applicable, and operation and maintenance documentation.
• Archive completed project documents properly.

Performance measures

Requirements

• The available description emphasizes document management, administrative coordination, and support for sales, operations, technical, accounts, and management teams.