Document Controller

We are seeking a Document Controller/Admin Support to join our dynamic architectural firm in Dubai. The ideal candidate will be responsible for organizing and managing project documentation and providing administrative support to the team. This role involves overseeing the proper storage, retrieval, and distribution of documents, ensuring that all project information is up-to-date, easily accessible, and in compliance with company standards.

Key Responsibilities:

Document Control

Organize and Maintain Documents: Systematically organize and maintain both physical and electronic project files, including architectural drawings, contracts, meeting minutes, and correspondence.

Document Distribution: Ensure that project-related documents are promptly distributed to the appropriate team members, clients, contractors, and consultants.

Version Control: Manage and track document revisions, ensuring that the latest versions of documents are being used across all teams.

Document Retrieval: Efficiently retrieve project documents and information as required by the project team, clients, or stakeholders.

Document Archiving: Ensure that all completed project documentation is archived and stored securely for future reference and compliance.

Administrative Support

General Administrative Assistance: Provide administrative support to the project management and design teams, including scheduling meetings, coordinating logistics, and preparing presentations and reports.

Correspondence Management: Manage incoming and outgoing emails and phone calls, ensuring important communications are appropriately directed and responded to in a timely manner.

Document Preparation: Assist in the preparation and formatting of documents, reports, and presentations for meetings and client submissions.

Meeting Coordination: Organize meetings, take minutes, and distribute meeting notes to the relevant stakeholders.

Procurement Support: Assist with procurement-related tasks, including tracking orders and maintaining inventory records.

Compliance and Quality Control:

Ensure Compliance: Ensure all project documents are compliant with company standards and procedures.

Maintain Confidentiality: Handle sensitive project information with the highest level of confidentiality and discretion.

Required Qualifications:

Bachelor’s degree in Business Administration, Architecture, or a related field.

Proven experience (2 years) in document control or administrative support, preferably within the architecture, engineering, or construction industry.

Strong organizational and time-management skills with keen attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management software (e.g., Aconex, Procore).

Knowledge of document control procedures and experience with managing both electronic and physical documents.

Strong communication skills (both written and verbal), with fluency in English; Arabic is an advantage.

Ability to handle multiple tasks and work in a fast-paced, deadline-driven environment.

Preferred Skills:

Previous experience working in an architectural or design firm.

Familiarity with architectural terminology and project documentation.

Experience with online document management platforms (e.g., SharePoint, Dropbox, or similar).

Benefits:

Competitive salary.

Opportunities for career growth and skill development.

Collaborative work environment.

Exposure to prestigious architectural projects.

To apply, please send your CV and portfolio to [email protected]. Include the subject title “Document Controller”.

We thank all applicants for their interest. However, only shortlisted candidates will be contacted due to the high number of applications.