Project Admin & Documents Controller

Position Overview

We are seeking a highly organized and detail-oriented Project Admin & Documents Controller to join our dynamic team at Kone, based in Riyadh. In this pivotal role, you will serve as the backbone of our project management operations, ensuring seamless coordination, meticulous documentation, and efficient administrative support across all project phases. Your expertise in managing project-related records, facilitating communication, and maintaining compliance with organizational standards will be instrumental in driving project success and operational excellence.

Key Responsibilities

The ideal candidate will be responsible for a diverse range of administrative and document control functions, including but not limited to:

• Document Management: Oversee the creation, review, approval, distribution, and archiving of project-related documents, ensuring accuracy, completeness, and adherence to company policies and industry regulations.
• Project Coordination: Act as a liaison between project teams, stakeholders, and external partners to facilitate smooth communication, resolve administrative challenges, and ensure alignment with project timelines and objectives.
• Compliance & Quality Assurance: Monitor and enforce compliance with document control procedures, quality standards, and regulatory requirements, including ISO certifications and internal audit protocols.
• Record Keeping & Reporting: Maintain comprehensive and up-to-date records of project documentation, including contracts, change orders, meeting minutes, and technical specifications. Prepare and present periodic reports to senior management on document status and project progress.
• Process Optimization: Identify opportunities to streamline document workflows, implement best practices for information management, and leverage technology to enhance efficiency and reduce operational bottlenecks.
• Support Services: Provide administrative support to project managers and teams, including scheduling meetings, coordinating logistics, preparing presentations, and managing correspondence to ensure timely decision-making and execution.
• Risk Mitigation: Proactively identify potential risks related to document control and project administration, and recommend corrective actions to minimize disruptions and ensure project continuity.

Qualifications & Competencies

To excel in this role, candidates must possess the following qualifications and skills:

• A bachelor’s degree in Business Administration, Project Management, or a related field. A professional certification in document control, such as Certified Document Controller (CDC), is a plus.
• Minimum of 3-5 years of progressive experience in project administration, document control, or a similar role within a corporate or industrial environment.
• Proficiency in document management systems (e.g., SharePoint, Documentum, or similar platforms) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.
• Exceptional attention to detail, analytical thinking, and problem-solving abilities to ensure accuracy and compliance in all documentation.
• Excellent communication and interpersonal skills, with the capacity to interact effectively with teams at all levels, including senior management and external partners.
• Fluency in English and Arabic is required; additional language proficiency is advantageous.
• Demonstrated ability to work independently, prioritize tasks, and adapt to changing project requirements with a proactive and solution-oriented mindset.

Why Join Kone?

As a global leader in the elevator and escalator industry, Kone is committed to innovation, sustainability, and operational excellence. Joining our team in Riyadh offers you the opportunity to contribute to cutting-edge projects that shape urban landscapes and improve mobility for millions. We provide a collaborative work environment, competitive compensation packages, and robust professional development opportunities to support your career growth. If you are a motivated professional seeking a challenging and rewarding role in project administration and document control, we invite you to apply and become part of our success story.