Office Administrator/document Controller

Vacancy Announcement For Executive Assistant & Office Administrator

Ref: DAL-JOB-L4-2501

10 February 2025

We are looking to hiring a female **Office Administrator/Document Controller**to join our team, to ensure that the business runs smoothly and is efficiently and correctly managed.

DAL Jobs

About DAL:
DAL Architects | Designers is a Grade-A architecture studio based in Qatar. Specializing in Architecture, Urban Planning, Landscape, and Interior Design, DAL is committed to creating meaningful places that foster a sense of belonging and foster growth.

At the heart of our work lies a deep connection to culture and community. Every project is informed by meticulous research into the history and urban contexts of its site, ensuring the elegant and purposeful integration of new structures. Our expertise extends to traditional construction techniques, supported by extensive experience in the restoration and renovation of heritage buildings across Qatar.

Balancing tradition with innovation, we blend a crafts-based design ethos with cutting-edge technology. Our workflow incorporates everything from expressive 3D renderings and animations to advanced BIM solutions, enabling us to tackle projects of varying scales and complexities effectively.

We also offer post-consultancy services, including multi-disciplinary coordination, detailed shop drawings, as-built documentation, and construction supervision. Our team’s project management expertise ensures timely and budget-conscious delivery, always with a focus on precision and design excellence.

About the Position:
Directly reporting to the Managing Principal, the **Office Administrator/Document Controller**will be responsible **for office administration and full administrative support to the technical team**, projects and various departments within the office, shall manage technical & commercial proposals, tender bid submittals and prequalification, and be responsible for the timely, accurate and efficient handling, management and storage of documentation.

Key Functions & Duties:

- Manual and Electronic Project Documentation, Management and Storage.
- Design templates for documents, files organization and document database.
- Develop and manage technical proposals, marketing materials in the form of corporate profiles, brochures, manuals, etc.
- Point of contact between the senior management team and internal/external clients.
- Office supplies inventory control, routine check on office maintenance (as necessary) and establish routine office procedures.
- Coordinate monthly reports and schedule meetings and interviews
- Organize and run the events including logistics
- Manage quarterly and annual executive meetings
- Administration: Provide exceptional administrative support to co-workers and superiors. Success streamlining office processes to increase efficiency and improve services. Collaborate across teams on activities and initiatives
- Assisting the office in building marketing strategy and managing media posts.

What to Deliver:

- Receive, Organize and Compile documents in a concise and orderly manner for easy access on all the files
- Document management consistency across all projects, validate information contained in each document and ensure all submittals are met on a timely manner.
- Manage various business proposals such as RFPs, tender bids, prequalification and other business-related propositions.
- Arrange, coordinate appointments, meeting schedule of the Management Executives, as required
- Work closely with the rest of the staff and coordinate flow of work within a particular department
- Conduct research via web search and prepare statistical reports, as necessary.
- Perform a variety of administrative and/or executive support tasks that may be assigned from time to time.

Minimum Requirements (Education, Experience, Qualifications, Skills, Abilities):

- Bachelor’s Degree or Diploma in Business Administration or related degree.
- Minimum 5 years related work experience on document control and general office practices
- Familiarity with manual and electronic document management system
- Excellent organization and time management skills including the abilities to multitask and prioritize work
- Good written and oral communication skills

Additional Skills We Value:

- Experience in Operations and executive support
- Project management experience
- Key Strengths: Excel at developing strong relationships with staff, superiors, executives and clients, a strong record creating a positive first impression. Highly organized and conscientious, entrusted by management with confidential materials. Adapt quickly to new evolving environments.
- Responsibility, integrity and accountability
- Self-awareness and thoughtfulness
- Architecture & Construction industry experience
- Ability to learn new technology and software quickly

What We Offer:
We offer a very healthy work environment. DAL Architects | Designers is an equal opportunity employer, compl