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Document Management Specialist

2 months ago

Dammam, Eastern Province, Saudi Arabia Perfect Vision Full time
Job Summary

We are seeking a highly organized and detail-oriented Document Management Specialist to join our team at Perfect Vision. As a key member of our tender team, you will be responsible for establishing and maintaining a comprehensive document management system for all tender-related files and records.

Main Responsibilities
  • Document Management: Establish and maintain a centralized document repository, ensuring accurate and timely submission of all tender documents.
  • Tender Coordination: Coordinate the collection, organization, and storage of tender documents, including requests for proposals (RFPs), technical specifications, commercial proposals, and related correspondence.
  • Document Control: Ensure the accuracy, completeness, and compliance of all tender documents with client requirements and internal procedures.
  • Team Support: Assist the tender team in preparing and formatting tender submissions, including document formatting, proofreading, and version control.
  • Stakeholder Management: Manage the distribution and tracking of tender documents, ensuring that the right information reaches the appropriate stakeholders at the right time.
Requirements
  • Education: Bachelor's degree in Business Administration, Information Management, or a related field.
  • Certification: Certification in document control or project management (e.g., CDCS, PRINCE2) is preferred.
  • Language: Arabic/English speaking, writing.
Experience
  • Minimum 5 years: Minimum 5 years of experience in document control or a similar role, preferably in the context of tenders or project management.
  • Proven Track Record: Proven track record of effectively managing tender documentation and supporting the tender submission process.
  • Document Control Best Practices: Familiarity with document control best practices, including version control, change management, and archiving.
Soft Skills
  • Organizational Skills: Strong organizational and attention to detail skills to ensure accurate and well-structured documentation.
  • Communication Skills: Excellent communication and interpersonal skills to liaise effectively with the tender team and external stakeholders.
  • Problem-Solving Skills: Problem-solving and analytical skills to identify and resolve document-related issues.
  • Adaptability: Adaptability and flexibility to handle shifting priorities and requirements within the tender process.
  • Teamwork: Teamwork and collaboration skills to work closely with the tender team and cross-functional departments.
Technical Skills
  • Document Management Software: Proficient in the use of document management software, spreadsheets, and other productivity tools.
  • Tender Management Software: Familiarity with tender management software or platforms.
  • File Formats: Understanding of file formats, version control, and document security protocols.
  • Technical Drawing Interpretation: Ability to interpret technical drawings, specifications, and other tender-related documents.

Job Type: Full-time