Job Description

Job Summary:

We are seeking a proactive and detail-oriented Document Controller and Administrator with extensive experience in the UAE construction industry. The successful candidate will play a crucial role in ensuring the efficient management, storage, and flow of project documentation. This position also involves providing administrative support to project managers, engineers, and other team members, ensuring seamless coordination across all project phases. The ideal candidate will have strong organizational skills, knowledge of UAE construction standards, and be able to handle large volumes of documentation while ensuring compliance with internal and regulatory guidelines.

Key Responsibilities:

• Organize, maintain, and manage construction project documents, including contracts, drawings, reports, and correspondence.
• Implement version control procedures to track document revisions and ensure accurate distribution to project teams, contractors, and consultants.
• Maintain document registers and ensure timely submission of all project documents, submittals, RFIs, and transmittals.
• Archive completed project documentation for future reference, ensuring accessibility and compliance with UAE regulations.
• Provide full administrative support to the project management team, including organizing meetings, taking minutes, and following up on action points.
• Manage office logistics, including scheduling appointments, coordinating site visits, and managing office supplies and resources.
• Assist in preparing project status reports, correspondence, and presentations for internal and external stakeholders.
• Handle incoming and outgoing communications, including email management, phone calls, and liaising with contractors and suppliers.
• Coordinate between various departments, subcontractors, and suppliers to ensure timely submission and approval of project documents.
• Assist with HR-related administrative tasks, such as maintaining employee records and handling site staff inquiries.
• Process expense reports, invoices, and purchase orders, ensuring proper documentation for project budgets.
• Support in managing petty cash, coordinating with accounts, and overseeing routine office maintenance and supplies.

Requirements:

• Female candidates only.
• Minimum of 5 years of experience as a Document Controller or Administrator in the reputable Developer, Consultant or construction industry, with proven experience on major projects in the UAE.
• Familiarity with UAE construction regulations and documentation standards, including local authority requirements.
• Strong organizational and multitasking abilities, with experience handling office management tasks.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software.
• Strong understanding of document lifecycle management, including version control, document distribution, archiving, and retrieval.
• Excellent written and verbal communication skills in English; knowledge of Arabic is an advantage.
• Familiarity with UAE construction regulations and industry-specific documentation standards.
• Ability to work independently and collaboratively with cross-functional teams in a high-pressure environment.

Education & Qualifications:

• Higher Diploma in Business Administration, Construction Management, or a related field.
• Familiarity with construction-specific documentation processes (e.g., shop drawings, RFIs, material submittals).

Benefits:

• Competitive salary package based on experience.
• Visa, Health insurance and other standard benefits as per UAE labor law.

Job Type: Full-time

Application Question(s):

• Expected Salary?

Education:

• Diploma (Required)

Experience:

• Document Controller in Construction or Contracting in UAE: 5 years (Required)