Document Controller/Admin
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Key skills for this role
About the Role
Classic Home Furniture Factory seeks a Document Controller/Admin Support to manage documents, support HR and admin tasks, and ensure compliance. Requires 3+ years of UAE experience, strong organizational skills, and proficiency in document control and Microsoft Office.
Key Skills for This Role
Responsibilities
- Receive, scan, file, and distribute documents as required (physical and digital)
- Maintain a structured filing system using approved document control standards
- Ensure all documents are accurately categorized, indexed, and archived
- Track revisions, version control, and update records to reflect current and superseded documents
- Ensure documents comply with company standards, naming conventions, and formatting guidelines
- Conduct regular checks to ensure completeness, accuracy, and quality of stored documentation
- Support internal and external audits by preparing and providing required documentation
- Control the flow of documents within the organization, ensuring authorized access
- Distribute updated documents to relevant departments and stakeholders
- Maintain logs for documents issued, received, or updated
- Use document control software, databases, or shared systems for managing documents
- Assist in the digitalization of documents and transition to electronic document management systems (EDMS)
Requirements
- Minimum 3 years of experience (UAE experience preferred)
- Strong verbal and written communication skills
- Excellent organizational and time management abilities
- Strong attention to detail and accuracy
- Effective problem solving and critical thinking skills
- Ability to handle confidential information with discretion
- Strong interpersonal skills and teamwork mindset
- Adaptable, flexible, proactive, and self motivated
Full Job Posting
Job Summary
- The Document Controller, HR Officer, & Admin Support is responsible for managing, organizing, and maintaining all company documents in a systematic and secure manner.
- The role ensures that all documents, whether project related or administrative are indexed, updated, and easily retrievable.
- The Document Controller supports compliance, quality assurance, and operational efficiency through accurate documentation processes.
Document Management
- Receive, scan, file, and distribute documents as required (physical and digital).
- Maintain a structured filing system using approved document control standards.
- Ensure all documents are accurately categorized, indexed, and archived.
- Track revisions, version control, and update records to reflect current and superseded documents.
Compliance & Quality Control
- Ensure documents comply with company standards, naming conventions, and formatting guidelines.
- Conduct regular checks to ensure completeness, accuracy, and quality of stored documentation.
- Support internal and external audits by preparing and providing required documentation.
Document Distribution & Coordination
- Control the flow of documents within the organization, ensuring authorized access.
- Distribute updated documents to relevant departments and stakeholders.
- Maintain logs for documents issued, received, or updated.
System & Database Management
- Use document control software, databases, or shared systems for managing documents.
- Assist in the digitalization of documents and transition to electronic document management systems (EDMS).
- Generate reports on document status, outstanding submissions, and revisions.
Administrative Support
- Assist departments with retrieving documents and information as needed.
- Prepare document control related correspondence and communication.
- Support projects with documentation requirements, access/permissions, templates, and formatting.
- Support the maintenance of company vehicle records and ensure timely annual renewals with RTA, including the settlement of any fines.
- Assist on daily office operations, including reception, mail, and correspondence.
HR Support
- Assist with PRO related tasks and provide support for external activities related to government processes.
- Support payroll preparation by collecting, verifying, and submitting attendance and leave data with the approval of HR Manager.
- Assist in managing employee benefits, including medical insurance, flight tickets, and ILOE registration.
- Handle all company insurance processes and ensure policies are secured and renewed on time, under the guidance of the HR Manager.
Soft Skills
- Must be flexible in shifting working hours 9am to 6pm / 12nn to 6pm.
- Strong verbal and written communication skills.
- Excellent organizational and time management abilities.
- Strong attention to detail and accuracy.
- Effective problem solving and critical thinking skills.
- Ability to handle confidential information with discretion.
- Strong interpersonal skills and teamwork mindset.
- Adaptable, flexible, proactive, and self motivated.
Key Performance Indicators (KPIs)
- Timely and accurate completion of administrative tasks.
- Proper organization and maintenance of records and documentation.
- Efficiency in office operations and resource management.
- Positive feedback from management and staff regarding administrative support.
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