Secretary / Document Controller – Interior Fit-Out

Role Overview

Document Control Responsibilities

• Maintain and control project documents, drawings, correspondence, submittals, and records.
• Manage incoming and outgoing documents and maintain proper document registers.
• Maintain records of shop drawings, material submittals, RFIs, method statements, transmittals, and approvals.
• Ensure documents are numbered, filed, updated, and easily retrievable.
• Track document revisions and circulate the latest approved versions to relevant teams.
• Coordinate documentation with project managers, engineers, consultants, subcontractors, and suppliers.
• Follow up on pending submissions, approvals, and required documentation.
• Maintain electronic and physical filing systems.
• Assist with handover documentation, including as-built drawings, O&M manuals, and close-out records.

Secretarial and Administrative Duties

• Manage emails, correspondence, letters, reports, and other official documents.
• Schedule meetings, appointments, and management discussions.
• Prepare meeting agendas and minutes of meeting.
• Maintain confidential company and employee or project information.
• Coordinate with internal departments and external parties as required.
• Prepare Excel trackers, reports, and management updates.
• Handle telephone calls, visitors, and general office correspondence.
• Provide administrative support to management and project teams.
• Follow up on assigned actions and deadlines.

Requirements

• Diploma or bachelor's degree in business administration or a related field.
• 2–5 years of relevant experience, preferably in a UAE interior fit-out, contracting, or construction company.
• Good knowledge of project documentation and document-control procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills in English.
• Excellent filing, coordination, and organizational skills.
• Ability to handle confidential information professionally.
• Strong attention to detail and ability to manage multiple deadlines.

Preferred Qualifications

• Experience with document-management or ERP systems is advantageous.
• UAE experience in an interior fit-out company is preferred.
• Familiarity with consultant and contractor documentation processes is preferred.
• Knowledge of fit-out project terminology and approval workflows is preferred.
• Immediate or short-notice availability is advantageous.

Key Skills

• Document control, interior fit-out, project documentation, shop drawings, material submittals, RFIs, transmittals, meeting minutes, correspondence, Microsoft Office, Excel, filing and records management, and administrative support.

Compensation

• Pay is AED 4,000–AED 5,915.64 per month.

Workplace

• Work location is in person.