Executive Document Control and Administration DUBAI PROPERTIES GROUP LLC

Employer Active

Posted 42 min ago

Experience

3 - 6 Years

Job Location

Dubai - United Arab Emirates (UAE)

Education

Bachelor of Business Administration, MBA/PG Diploma in Business Mgmt(Information Technology)

Nationality

Any Nationality

Gender

Any

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

  • Develop and maintain a robust document control system to manage incoming and outgoing documentation, including drawings, contracts, correspondence, and reports.
  • Ensure all documentation is accurately logged, version-controlled, and distributed to relevant stakeholders in a timely manner.
  • Coordinate with project teams, consultants, and others to ensure consistent adherence to document control protocols and naming conventions
  • Review and validate documentation for completeness, accuracy, and compliance with company and regulatory standards.
  • Maintain and update document registers, transmittal logs, and metadata for accurate project records.
  • Support the preparation of documentation packages for approvals, permits, and handovers.
  • Engage regularly with project managers and design teams to track document status, outstanding submissions, and upcoming deliverables.
  • Implement and monitor workflows to ensure document approvals are processed efficiently and within agreed timelines.
  • Manage controlled distribution of drawings, reports, and other documentation to internal teams and external stakeholders.
  • Ensure that all electronic and hard copy records are securely stored and retrievable in accordance with company archiving procedures.
  • Provide training and guidance to project team members and external consultants on document control systems and processes.
  • Continuously review document management procedures and recommend improvements to increase efficiency and minimize risks.
  • Act as the primary custodian of confidential project documentation, ensuring secure handling and restricted access where required.
  • Support audits and compliance checks by providing accurate, timely access to records and reports.
  • Collaborate with IT and programme management teams to maintain, upgrade, and optimize the Document Management System (DMS).
  • Assist with drafting, formatting, and issuing formal letters, memos, and correspondence to consultants ,authorities and others.
  • Maintain and update registers for contracts, procurement documentation, and correspondence to ensure accuracy and traceability.
  • Support the preparation of tender documentation
  • Follow up with consultants and internal teams to ensure timely submission of required documents, approvals, and responses.
  • Assist project managers in preparing transmittals, cover letters, and supporting documentation.
  • Coordinate with finance, contracts, and procurement teams to ensure alignment of documentation with payment certificates, contract registers, and procurement schedules.

Desired Candidate Profile

Minimum Qualifications and Knowledge:

  • Degree Qualified – business administration, information management, or related degree preferred.

Minimum Experience (number of years):

  • 3 to 6 years of experience in document control within construction, real estate development, or consultancy environments.
  • Practical experience in major real estate projects in the MENA/GCC region is a plus.

Job Specific Skills:

  • Proficiency in document management software (e.g., Aconex, SharePoint, Asite, Primavera Unifier, or similar platforms).
  • Strong organizational skills with attention to detail and accuracy
  • Ability to prepare professional document registers and reports for management.
  • Excellent communication and coordination skills to engage with multidisciplinary teams and external stakeholders.
  • Proficiency in Microsoft Office (Excel, Word, PowerPoint) for reporting and documentation support.
  • Ability to work under pressure and manage multiple workflows within tight deadlines.

Employment Type

    Full Time

Company Industry

Department / Functional Area

Keywords

  • Executive Document Control And Administration
  • Document Administrator
  • Document Control Manager
  • Executive Assistant

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DUBAI PROPERTIES GROUP LLC

Dubai Holding Real Estate

Jayanthi

PO Box 500272., Dubai Business Bay, Dubai UAE, Dubai, United Arab Emirates (UAE)