Document Controller / Secretary

Role Overview

We are a dedicated lighting design studio with a busy, varied project pipeline, and we need someone to take real ownership of how project information moves through the team. In this combined document control and project coordination role, you will keep submissions moving on time, track deliverables across many live jobs, and give our designers the administrative and planning support they need to focus on their work. Accuracy and proactive communication are at the heart of this position – you will be the person who makes sure nothing gets lost, overlooked, or delivered late.

Key Responsibilities

• Manage project submissions through Aconex, checking that each package is complete, correctly formatted, and logged before the deadline.
• Create and maintain deliverable registers across the full project portfolio, updating them as scopes change and reporting progress to senior designers.
• Run QA/QC checks on drawings, schedules, and reports before issue, ensuring consistency and catching errors before anything is sent externally.
• Control documentation in BIM 360, including uploading new revisions, tracking version history, and making sure the current file is always easy to find.
• Coordinate incoming information from architects, engineers, contractors, and consultants – logging it, distributing it to the right people, and chasing missing items.
• Support project planning by helping to schedule resources, tasks, and timelines across multiple concurrent projects, then monitoring progress against key milestones.
• Provide general administrative and secretarial support to the studio, including arranging team sessions and maintaining the lunch-and-learn calendar.
• Keep a structured, well-maintained electronic filing system so any document can be located quickly and audit trails remain clear.

Requirements & Qualifications

• A Bachelor's degree from a recognised professional institution in any discipline.
• Around three years' experience in document management or project coordination, ideally gained in a design, engineering, or construction environment.
• Hands-on proficiency with Aconex for project submissions, plus working knowledge of BIM 360 for document control and versioning.
• Strong Microsoft Office skills – particularly Excel for tracking logs and Word and PowerPoint for reporting – along with comfortable use of PDF tools.
• Excellent written and spoken English, with clear professional communication suitable for both internal collaboration and external correspondence.
• Meticulous attention to detail, especially when it comes to filing systems, naming conventions, and quality checks.
• Proven ability to manage shifting priorities and work calmly under pressure while meeting deadlines across several active projects.
• A self-starting, enquiring mindset – you spot inefficiencies, suggest improvements, and take initiative without needing constant direction.

What We Offer / Why Join

This is a full-time role based in Dubai with a starting monthly salary from AED 4,000. For candidates joining from outside the city, an employer-provided relocation package is available. You will become part of a fast-paced, creative studio that works on a high volume of interesting lighting projects, and your organisational skills will directly shape how smoothly the whole team operates. If you enjoy variety, responsibility, and being the reliable link between people and documents, this is a great environment to grow your career.

To apply, send your CV to [email protected].