Document Controller/Admin

Job Title: Document Controller / Administrative Support

Experience Required: Minimum 3 years (UAE experience preferred)

Location: UAE

Job Summary

The Document Controller, HR Officer, & Admin Support is responsible for managing, organizing, and maintaining all company documents in a systematic and secure manner. The role ensures that all documents, whether project-related or administrative are indexed, updated, and easily retrievable.

The Document Controller supports compliance, quality assurance, and operational efficiency through accurate documentation processes

Document Management

1. Receive, scan, file, and distribute documents as required (physical and digital).

• 2. Maintain a structured filing system using approved document control standards.
• 3. Ensure all documents are accurately categorized, indexed, and archived.

4. Track revisions, version control, and update records to reflect current and superseded documents

Compliance & Quality Control

1. Ensure documents comply with company standards, naming conventions, and formatting guidelines.

2. Conduct regular checks to ensure completeness, accuracy, and quality of stored documentation.

3. Support internal and external audits by preparing and providing required documentation.

Document Distribution & Coordination

1. Control the flow of documents within the organization, ensuring authorized access.

2. Distribute updated documents to relevant departments and stakeholders.

3. Maintain logs for documents issued, received, or updated.

System & Database Management

1. Use document control software, databases, or shared systems for managing documents.

2. Assist in the digitalization of documents and transition to electronic document management systems (EDMS).

3. Generate reports on document status, outstanding submissions, and revisions.

Administrative Support

1. Assist departments with retrieving documents and information as needed.

2. Prepare document control-related correspondence and communication.

3. Support projects with documentation requirements, access / permissions, templates, and formatting.

4. Support the maintenance of company vehicle records and ensure timely annual renewals with RTA, including the settlement of any fines.

5. Assist on daily office operations, including reception, mail, and correspondence.

HR Support

1. Assist with PRO-related tasks and provide support for external activities related to government processes.

2. Support payroll preparation by collecting, verifying, and submitting attendance and leave data with the approval of HR Manager.

3. Assist in managing employee benefits, including medical insurance, flight tickets, and ILOE registration.

4. Handle all company insurance processes and ensure policies are secured and renewed on time, under the guidance of the HR Manager.

Soft Skills

• Must be flexible in shifting working hours 9am to 6pm / 12nn to 6pm
• Strong verbal and written communication skills
• Excellent organizational and time-management abilities
• Strong attention to detail and accuracy
• Effective problem-solving and critical-thinking skills
• Ability to handle confidential information with discretion
• Strong interpersonal skills and teamwork mindset
• Adaptable, flexible, proactive, and self-motivated

Key Performance Indicators (KPIs)

• Timely and accurate completion of administrative tasks
• Proper organization and maintenance of records and documentation
• Efficiency in office operations and resource management
• Positive feedback from management and staff regarding administrative support

Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month

Work Location: In person