Admin / Document Controller

Location: DOHA BIP QFZA W4, Qatar

Thales people architect solutions that are relied upon to deliver operational advantage at every decisive moment throughout the mission. Defence and armed forces customers rely on us to deliver the full range of defensive systems for land, sea, and air. From early warning, to threat neutralisation, our platforms cover all levels from very short-range systems, to extended protection across the entire battle-space including Airspace Mobility Solutions, Vehicles and Tactical Systems and Missile Defence, Optronics, and Radar.

We have been present in Qatar for over 35 years and with over 350 employees to date and we are growing rapidly. Thales in Qatar is part of our Middle East business that has 1,800 people across Egypt, Iraq, Kuwait, KSA, Lebanon, Oman, Pakistan, Qatar and UAE. Our people are working on two major urban rail projects; the Doha Metro and Lusail Tramway and providing security and communications systems for Hamad International Airport and Doha Port as well as delivering world-class In-Flight entertainment and Connectiivity systems.

Roles & Responsibilities: ​

• Manage and control all project documentation including drawings, specifications, reports, correspondence, and contracts in line with company standards and client requirements.
• Maintain document management systems (DMS), ensuring that all documents are correctly logged, classified, distributed, tracked, and archived.
• Coordinate with the project team and subcontractors to collect and distribute relevant documents and updates promptly.
• Ensure the confidentiality, security, and integrity of project documentation.
• Prepare and distribute project reports, meeting minutes, and correspondence as directed by the Project Manager.
• Support the Project Manager by organizing meetings, scheduling appointments, and managing calendars.
• Assist in preparing project documentation packages for submission to clients, regulatory bodies, and internal stakeholders.
• Handle administrative tasks including filing, photocopying, scanning, and document formatting.
• Facilitate communication and documentation flow between stakeholders and project teams.
• Monitor and track document status and ensure timely approval and revisions.
• Support project audits and quality control processes by providing requested documentation and records.
• Maintain effective communication with all project parties, providing translations or clarifications in Arabic when necessary

Qualification:

• Proven experience (typically 5+ years) as a Document Controller or Admin Assistant in defense, construction, or related industries.
• Fluent in Arabic and English, both written and spoken, with excellent communication skills.
• Proficient in document management software and Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with attention to detail and accuracy.
• Knowledge of defense or construction project documentation standards and practices is a plus.
• Ability to handle multiple tasks and prioritize in a fast-paced environment.
• Strong interpersonal skills and ability to work effectively with diverse teams.

Preferred Skills:

• Reliable and proactive with a strong sense of responsibility.
• Ability to work independently and as part of a team.
• Confidentiality and discretion in handling sensitive information.
• Adaptable and flexible to changing project demands.

Educational:

Diploma or Bachelor’s degree in Business Administration, Project Management, or a related field preferred.

At Thales we provide CAREERS and not only jobs. With Thales employing 80,000 employees in 68 countries our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching out into new fields. Together we believe that embracing flexibility is a smarter way of working. Great journeys start here, apply now!