Document Controller

Job Responsibilities:

• Handling intake, scanning, verification, and archiving of documents in physical and digital records 
• Updating and maintaining document management systems and physical records. 
• Maintain confidentiality around sensitive information.
• Prepare and float tender invitations (ITTs, RFPs, RFQs…etc.) Prepare Tender Documents and maintain a record of all the tender queries and RFIs.
• Prepare the replies to the tender quires as per management instructions and prepare Notice to tenderers.
• Receive all the tenders and ensure full compliance with the ITT instruction.
• Prepare Tender analysis as per management instructions.
• Submit Post Tender Clarification (PTCs) where applicable.
• Prepare LOAs for the winning tendered and prepare final contract documents for signature.
• Maintain full record of all project communications, prepare, and submit letters to all stakeholders as per management instructions.
• Maintain full list of approved vendors and maintain the vendors registration process and contact details.
• Maintain all project drawings from Tender drawings, IFC, Authorities approved drawings and all approved revisions in chronological order.
• Maintain all project handover documents, including as-built drawings, Operations and Maintenance catalogs, and all warranties.
• Maintain full record of the weekly and monthly reports received from the consultant’s contractor’s and facilities management companies.

• Perform other secretarial and administration duties as needed.