Secretary cum document controller

The Document Controller cum Secretary is responsible for managing and maintaining procurement-related documentation, ensuring proper record control, and providing administrative and secretarial support to the Procurement Department. The role requires strong organizational skills, attention to detail, and the ability to coordinate effectively with internal stakeholders, vendors, and external parties.

Key Responsibilities:-

Document Control-
Maintain and organize procurement documents, contracts, purchase orders, quotations, and vendor records.
Ensure all procurement documentation is accurately filed, updated, and easily retrievable.
Manage document numbering, version control, and document distribution processes.
Track document approvals and ensure compliance with company policies and procedures.
Maintain both electronic and hard-copy filing systems.
Prepare reports and document status updates as required.
Archive and retrieve documents in accordance with record retention policies.

Secretarial & Administrative Support-
Provide administrative and secretarial support to the Procurement Manager and team.
Manage calendars, schedule meetings, and coordinate appointments.
Prepare meeting agendas, minutes of meetings, and follow up on action items.
Handle incoming correspondence, emails, and telephone inquiries.
Draft and prepare letters, memos, presentations, and other business documents.
Coordinate travel arrangements, hotel bookings, and expense documentation when required.
Maintain office supplies and support day-to-day departmental operations