Executive Assistant
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Key skills for this role
About the Role
Bartawi General Contracting is hiring an Executive Assistant to manage document control, support project closeout, and provide administrative support in Dubai. The role requires 5-10 years of document control experience in construction/engineering and advanced MS Office skills.
Key Skills for This Role
Responsibilities
- Set company wide document control policy, numbering systems, metadata, and filing taxonomy
- Line manage and mentor project Document Controllers; conduct training, audits, and performance reviews
- Establish and monitor SLAs for submittals, RFIs, drawings, MIR/IR/NCR, as built/O&M manuals
- Review outgoing/incoming transmittals, ensure correct revisions, supersedures, and traceability
- Maintain centralized registers (letters, emails, MOMs, submittals, RFIs) and publish weekly dashboards
- Coordinate with Technical/Design, QS/Contracts, Planning, HSE/QAQC, Procurement, and Finance to meet contractual/document deadlines
- Own project closeout: as built packages, O&M manuals, digital/hard archives, and handover compliance
- Prepare for and support internal/external audits; implement corrective actions
- Manage complex calendar, meeting agendas, action logs, and follow ups
- Draft, proof, and format correspondence, memos, and presentations; maintain strict confidentiality
- Gatekeep priorities, screen calls/emails, and ensure briefing materials are ready ahead of meetings
- Maintain HO filing structure, access permissions, and records retention schedule
Requirements
- 5–10 years in Document Control within construction/engineering; UAE experience preferred
- Team leadership experience managing multiple Document Controllers across projects
- Advanced MS Office (Excel, Word, PowerPoint), Outlook/Teams; strong PDF markup
- Hands on with common DMS/EDMS platforms (e.g., SharePoint, Procore/Asite/BIM type tools)
- Excellent English written/verbal communication; Arabic is an advantage
- High attention to detail, organization, discretion, and time management
Full Job Posting
Job Overview
- We're Hiring! Executive Assistant – Bartawi General Contracting. Location: AlQouz industrial area 2 Dubai.
Responsibilities
- Set company wide document control policy, numbering systems, metadata, and filing taxonomy.
- Line manage and mentor project Document Controllers; conduct training, audits, and performance reviews.
- Establish and monitor SLAs for submittals, RFIs, drawings, MIR/IR/NCR, as built/O&M manuals.
- Review outgoing/incoming transmittals, ensure correct revisions, supersedures, and traceability.
- Maintain centralized registers (letters, emails, MOMs, submittals, RFIs) and publish weekly dashboards.
- Coordinate with Technical/Design, QS/Contracts, Planning, HSE/QAQC, Procurement, and Finance to meet contractual/document deadlines.
- Own project closeout: as built packages, O&M manuals, digital/hard archives, and handover compliance.
- Prepare for and support internal/external audits; implement corrective actions.
- Manage complex calendar, meeting agendas, action logs, and follow ups.
- Draft, proof, and format correspondence, memos, and presentations; maintain strict confidentiality.
- Gatekeep priorities, screen calls/emails, and ensure briefing materials are ready ahead of meetings.
- Maintain HO filing structure, access permissions, and records retention schedule.
Qualifications
- 5–10 years in Document Control within construction/engineering; UAE experience preferred.
- Team leadership experience managing multiple Document Controllers across projects.
- Advanced MS Office (Excel, Word, PowerPoint), Outlook/Teams; strong PDF markup.
- Hands on with common DMS/EDMS platforms (e.g., SharePoint, Procore/Asite/BIM type tools).
- Excellent English written/verbal communication; Arabic is an advantage.
- High attention to detail, organization, discretion, and time management.
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