Document Controller/Admin

Role Overview

Document Control

• Maintain and organize company and project documentation, including digital and physical filing systems.
• Maintain document registers, revisions, submissions, approvals, and records.
• Track contracts, drawings, RFIs, reports, approvals, warranties, handover documents, and project correspondence.
• Ensure documents are properly named, updated, archived, accessible, and confidential.

Tender and Prequalification Support

• Review tender requirements and prepare document checklists.
• Coordinate with QS, project management, design, finance, procurement, and management to collect required documents.
• Compile tender and prequalification documents for submission and follow up before deadlines.
• Maintain company profiles, licenses, certificates, project references, completion certificates, and staff CVs.
• Assist with portal uploads and final tender document preparation.
• Pricing, BOQs, quantity take-offs, costing, and commercial preparation remain with the QS and relevant departments.

Administration

• Handle general office administration and daily administrative requirements.
• Maintain office inventory, stationery, and supplies.
• Schedule meetings and appointments and prepare and circulate minutes of meetings.
• Prepare company letters, forms, correspondence, and administrative documents.
• Coordinate documents requiring management signatures and approvals.
• Maintain trackers, calendars, renewal schedules, and follow-up records.

HR Administrative Support

• Assist the HR Manager with HR documentation and administrative requirements.
• Prepare approved offer letters, employment contracts, welcome letters, and related documents.
• Schedule interviews and coordinate candidate appointments.
• Assist with onboarding documentation and new employee induction.
• Maintain employee files, attendance records, leave records, and HR trackers.
• Track probation periods, contract renewals, and employee document expiries.

Requirements

• 2–4 years of UAE experience in document control and/or administration.
• Experience in interior fit-out, construction, contracting, engineering, or architecture is preferred.
• Experience with project documentation, tenders, and prequalification submissions is advantageous.
• Strong Microsoft Office skills and good written and verbal English communication.
• Strong filing, organization, and follow-up skills with the ability to manage multiple deadlines.
• Ability to prepare professional emails, letters, reports, and minutes of meetings.
• Ability to handle confidential information responsibly.
• Knowledge of HR administration and UAE employment documentation is advantageous.

Work Location

• Work location is in person in Dubai.