Administrative Assistant/Document Controller

JOB DESCRIPTION – ADMINISTRATIVE ASSISTANT

Company: Lines Vanguard Building Contracting L.L.C.
Position: Administrative Assistant
Department: Administration & Operations
Reporting To: General Manager / Management
Location: Dubai, UAE

Job Summary

We are seeking a highly organized, detail-oriented, and responsible Administrative Assistant to manage the company's administrative operations, documentation, and office organization.

The candidate will be responsible for maintaining accurate company and project records, preparing and issuing administrative documents, coordinating insurance requirements, and ensuring that all documentation is properly filed, updated, and readily accessible.

Key Responsibilities1. Document Control & Record Management

• Establish and maintain an organized filing system for all company and project documents, both physical and electronic.
• Ensure proper documentation, classification, filing, and archiving of all correspondence, contracts, approvals, and project records.
• Maintain updated registers for incoming and outgoing documents.
• Ensure all documents are properly labeled, numbered, dated, and easily retrievable.
• Monitor document validity, expiry dates, and renewal requirements.
• Maintain confidentiality and security of company information.

2. Purchase Orders & Delivery Documentation

• Prepare and issue Local Purchase Orders (LPOs) based on approved purchase requests.
• Prepare and issue Delivery Orders (DOs) and maintain proper records of material deliveries.
• Coordinate with the procurement, production, and project teams to ensure accurate documentation.
• Maintain updated registers of LPOs, DOs, and related supporting documents.
• Follow up on missing supplier documentation, delivery acknowledgments, and invoices.
• Ensure all documents are properly approved before issuance.

3. Project Documentation & Administration

• Maintain complete administrative files for each project, including contracts, subcontract agreements, drawings, correspondence, and approvals.
• Organize and maintain project documentation such as Material Submittals, MIRs, WIRs, Method Statements, and Inspection Reports.
• Coordinate with project engineers to ensure timely preparation, submission, and filing of required documents.
• Track project documentation submissions, approvals, and outstanding requirements.
• Prepare project correspondence, transmittals, and administrative letters as instructed by management.
• Ensure proper filing of project completion and handover documentation.

4. Insurance & Compliance Documentation

• Coordinate the issuance, renewal, and maintenance of company and project-related insurance policies.
• Maintain records of insurance certificates, policy documents, and expiry dates.
• Follow up with insurance providers and brokers regarding quotations, renewals, and required endorsements.
• Ensure required insurance documentation is submitted to clients and contractors when necessary.
• Maintain updated records of company licenses, certificates, and other statutory documents.

5. Office Administration & Organization

• Oversee the general organization and administrative efficiency of the office.
• Maintain office supplies, stationery, equipment records, and administrative resources.
• Handle incoming and outgoing correspondence, emails, phone calls, and document deliveries.
• Coordinate meetings, appointments, and administrative schedules.
• Prepare letters, reports, meeting minutes, and other administrative documents.
• Ensure proper organization of physical files, cabinets, and electronic folders.
• Support management and other departments with daily administrative requirements.

6. Coordination & Follow-Up

• Coordinate with suppliers, subcontractors, clients, and internal departments regarding administrative matters.
• Follow up on pending documentation, approvals, signatures, and submissions.
• Maintain tracking sheets for outstanding administrative tasks and deadlines.
• Provide regular updates to management regarding pending documents, insurance renewals, and administrative requirements.
• Assist the accounting department with organizing invoices, receipts, purchase orders, and supporting documentation.

Qualifications & Requirements

• Previous experience in an administrative or document control role, preferably within the construction or contracting industry.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience using ERP systems briefly, preferably Zoho, is an advantage.
• Good written and verbal communication skills in English.
• Ability to manage multiple tasks, prioritize deadlines, and work independently.
• Familiarity with construction documentation, purchase orders, delivery orders, and insurance requirements is preferred.

Key Performance Expectations

The Administrative Assistant will be expected to:

• Maintain complete, accurate, and properly organized company and project documentation.
• Ensure timely preparation and issuance of LPOs, DOs, and administrative correspondence.
• Prevent missing, misplaced, or expired documentation.
• Maintain updated documentation registers and tracking systems.
• Ensure insurance renewals and other administrative deadlines are monitored.
• Support smooth daily office operations and effective coordination between departments.

The primary objective of this position is to ensure that the company's administrative processes, documentation, and record management are consistently organized, accurate, and efficient.

Pay: AED2,000.00 - AED3,500.00 per month

Work Location: In person