SECRETARY(TECHNICAL/OFFICE)

Key ResponsibilitiesAdministrative & Secretarial Support

• Manage daily office administration and secretarial functions.
• Handle incoming and outgoing correspondence, emails, telephone calls, and courier services.
• Maintain executives' calendars, appointments, meetings, and travel arrangements.
• Prepare letters, reports, presentations, meeting agendas, and minutes of meetings.
• Maintain confidential company records and documentation.

RFQ & Tender Management

• Monitor tender portals and client notifications for new business opportunities.
• Review Requests for Quotation (RFQs), Invitations to Tender (ITTs), and Requests for Proposal (RFPs).
• Coordinate with internal departments to gather technical, commercial, HSE, QA/QC, and financial information required for submissions.
• Prepare and compile tender documentation in accordance with client requirements.
• Ensure all tender submissions are completed accurately and submitted within deadlines.
• Maintain tender registers, submission records, bid tracking logs, and follow-up reports.
• Coordinate clarifications and correspondence with clients during the tendering process.
• Maintain a database of company credentials, certificates, licenses, project references, and prequalification documents.

Project Documentation & Document Control

• Establish and maintain project filing systems, both electronic and hard copy.
• Control, track, distribute, and archive project documents.
• Maintain document registers, transmittals, and revision control logs.
• Ensure all project documentation complies with company and client requirements.
• Coordinate the submission of project reports, drawings, permits, approvals, and closeout documentation.
• Support project teams in document retrieval and records management.
• Maintain proper version control and confidentiality of project information.

Client & Business Support

• Coordinate client correspondence and maintain professional communication.
• Assist in preparing company profiles, capability statements, presentations, and marketing materials.
• Support vendor registration, client prequalification, and compliance documentation.
• Maintain records of contracts, purchase orders, service agreements, and project deliverables.

Records & Compliance Management

• Maintain updated records of:
• Commercial Registration (CR)
• Trade License
• Computer Card
• Establishment Documents
• ISO Certifications
• Insurance Policies
• Company Licenses and Permits
• Track expiry dates and coordinate timely renewals.

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Management, Commerce, or a related field.
• 3–5 years of experience in secretarial, tendering, administration, or document control functions.
• Experience in construction, engineering, facilities management, industrial, or contracting companies is preferred.

Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Document Management Systems (DMS).
• Tender portal management and online bid submission.
• Strong report writing and document formatting skills.
• Knowledge of contract and tender documentation processes.

Key Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines simultaneously.
• Professional communication and interpersonal skills.
• Confidentiality and document security awareness.
• Ability to work independently and under pressure.

Key Performance Indicators (KPIs)

• 100% on-time RFQ and tender submissions.
• Accurate maintenance of tender and project documentation.
• Effective document control and revision management.
• Timely renewal tracking of company legal documents.
• Prompt response to client and management requests.
• Zero loss of critical project or company records.

HSE & Compliance Responsibilities

• Comply with company HSE policies and procedures.
• Participate in HSE awareness and training programs.
• Maintain safe office practices and report hazards or incidents.
• Support compliance with client, statutory, and company requirements.

Employment Type: Full-Time
Location: Head Office
Experience Required: 3–5 Years (Tendering, Administration, Document Control, or Secretarial Functions)

Pay: QAR2,000.00 - QAR3,000.00 per month

Work Location: In person