Secretary and Document Controller
Job Description
Kalpataru Projects International Ltd. is urgently recruiting a Secretary and Document Controller for a full-time position in Khobar, Saudi Arabia, supporting a Saudi Aramco project. Immediate joiners and candidates who can provide a shorter notice period will be given preference. Candidates who currently hold a transferable Iqama are strongly encouraged to apply. The candidate must be a graduate in any discipline. A minimum of five years of relevant professional experience is required. This multifaceted hybrid role combines executive administrative support with strict technical data and document management responsibilities. The role supports Saudi Aramco’s compliance requirements and the project’s scheduled requirements. The selected candidate will perform both executive secretary and document controller duties for the project. Executive Secretary Responsibilities Efficiently manage the manager’s complex daily schedule. Prioritize appointments and schedule essential meetings with internal teams and contractors. Prepare, proofread, review, and filter official emails, memoranda, letters, and notifications. Maintain comprehensive records of all communications. Serve as the primary point of contact for correspondence relating to the manager’s office. Compile and prepare meeting agendas. Coordinate corporate events. Accurately record, prepare, and distribute the minutes of all meetings attended. Arrange and coordinate local travel and transportation. Organize local events. Manage the submission of visitor gate passes. Assist with processing the manager’s expense reports and invoices when required. Document Controller Responsibilities Accurately upload, register, and maintain engineering drawings, technical specifications, and other project documentation. Use advanced Enterprise Project Management or Content Management Systems, including SAP, Oracle Primavera Unifier, or Saudi Aramco’s internal Electronic Document Management System (EDMS). Create and maintain a complete, auditable record of all document revisions, reviews, and required authorizations. Ensure full compliance with ISO 9001 standards and Saudi Aramco’s internal protocols. Diligently route submittals, transmittals, and Requests for Information (RFIs) to the designated Project Management Teams (PMT) or contractors. Carefully monitor and track response deadlines to ensure timely action. Safeguard all sensitive, proprietary, and highly confidential information relating to Saudi Aramco’s assets and financial details. Handle confidential information with the highest level of security and discretion.
Requirements
- Education
- Graduate In Any Discipline
- Experience
- 5 Years
- Visa Status
- Transferable Iqama Preferred
- Graduate in any discipline
- Minimum 5 years of relevant professional experience
- Experience managing executive schedules and correspondence
- Experience preparing, proofreading, and managing official emails, memos, letters, and notifications
- Experience maintaining records of communications
- Experience coordinating meetings, corporate events, travel, transportation, visitor gate passes, expense reports, and invoices
- Experience preparing agendas and meeting minutes
- Proficiency with Enterprise Project Management or Content Management Systems, such as SAP, Oracle Primavera Unifier, or Aramco EDMS
- Strong document control and recordkeeping skills
- Knowledge of ISO 9001 standards and Aramco internal compliance protocols
- Ability to manage engineering drawings, technical specifications, submittals, transmittals, and RFIs
- Ability to manage confidential and sensitive information securely
- Strong organizational and communication skills
Restriction / Special Note
- Immediate joiners or candidates able to provide a shorter notice period are preferred.
- Candidates currently holding transferable Iqama status are strongly encouraged to apply.
Benefits
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