Secretary / Document Controller

Job Title: Admin & Document ControllerJob Purpose

The Admin & Document Controller is responsible for managing company documentation, project records, registrations, submissions, correspondence, and general administrative coordination.

The role ensures that all documents are properly prepared, submitted, tracked, updated, filed, and easily retrievable, while supporting the Sales, Operations, Technical, Accounts, and Management teams.

Key ResponsibilitiesDocument Control

• Maintain proper filing and organization of all company and project documents.
• Create and maintain document registers for:
• Submittals
• Approvals
• Drawings
• Technical datasheets
• Test reports
• Compliance certificates
• Warranty documents
• Delivery notes
• Purchase Orders
• Quotations
• Contracts
• Correspondence
• Ensure documents are properly named, dated, version-controlled, and archived.
• Track document revisions and ensure only the latest approved version is being used.
• Maintain both electronic and physical filing systems where required.
• Retrieve requested documents quickly when needed by management, customers, consultants, or contractors.

Project Submittals & Approvals

• Prepare and compile project submittal packages.
• Coordinate with the Designer, Sales, and Technical teams to collect required documents.
• Submit:
• Material submittals
• Technical datasheets
• Compliance statements
• Test reports
• Samples documentation
• Warranty certificates
• Product catalogues
• Maintain a submittal log showing:
• Submission date
• Revision number
• Approval status
• Consultant comments
• Resubmission requirements
• Follow up with customers, contractors, and consultants on pending approvals.
• Maintain records of approved, rejected, and revised submissions.

Company Registration & Prequalification

• Handle company registrations and vendor prequalification requirements.
• Prepare and update registration documents for contractors, consultants, developers, and government entities.
• Maintain updated copies of:
• Trade License
• Chamber Membership
• VAT Certificate
• Bank Letters
• Company Profile
• ISO or product certificates
• Manufacturer authorization letters
• Agency/distribution certificates
• Track document expiry dates and notify management before renewal is required.
• Maintain records of all completed, pending, and rejected registrations.

Tender & Sales Support

• Assist Sales Engineers with tender documentation.
• Download and organize tender files.
• Prepare tender folders and required administrative documents.
• Ensure all requested forms and supporting documents are completed correctly.
• Maintain records of submitted tenders and quotations.
• Assist with follow-up documentation requested by customers.
• Support preparation of company profiles, presentations, prequalification packages, and capability statements.

Administrative Support

• Prepare official letters and correspondence.
• Draft routine emails and internal communications.
• Maintain organized records of incoming and outgoing correspondence.
• Schedule meetings when required.
• Assist management with administrative follow-up.
• Maintain supplier, customer, consultant, and contractor contact databases.
• Handle office documentation and general administrative requirements.

Contract & Commercial Documentation

• Maintain copies of customer Purchase Orders and contracts.
• Track contract documentation and amendments.
• Ensure received Purchase Orders match approved quotations before processing.
• Maintain records of:
• Customer LPOs
• Signed quotations
• Contracts
• Variation orders
• Payment terms
• Project documentation
• Coordinate with Accounts regarding supporting documentation required for invoicing and payment collection.

Delivery & Handover Documentation

• Maintain records of signed Delivery Notes.
• Compile project handover documentation.
• Prepare handover packages including:
• Approved material submittals
• Datasheets
• Test certificates
• Warranty certificates
• As-built documents where applicable
• Operation and maintenance documentation
• Ensure completed project documents are properly archived.

Document Expiry Monitoring

Maintain a tracking system for expiry dates including:

• Trade licenses
• Chamber memberships
• Insurance policies
• Employee documents where assigned
• Supplier certificates
• Manufacturer authorizations
• Product certificates
• Warranty documents
• Vendor registrations

Notify management sufficiently in advance of expiry.

Internal Coordination

The employee will work closely with:

• Managing Director
• Sales Engineers
• Sales & Operations
• Designer / Technical Team
• Procurement & Logistics
• Accountant
• Project / Operations Engineer
• Customers, contractors, consultants, and suppliers

Key Performance Indicators – KPIs

Performance will be measured based on:

• Accuracy of documentation
• Speed of document retrieval
• Number of missed submissions or deadlines
• Accuracy of document revision control
• Timely follow-up of approvals
• Registration completion rate
• Number of expired documents not renewed on time
• Quality and completeness of project handover files
• Filing accuracy
• Response time to internal document requests

Required Qualifications

• Diploma or Bachelor's degree in Business Administration or a related field.
• Previous experience as a Document Controller, Administrator, Project Coordinator, or similar role.
• UAE construction, MEP, lighting, or contracting experience preferred.
• Strong Microsoft Office skills, especially Word and Excel.
• Good experience working with PDF documents.
• Familiarity with document management systems is an advantage.
• Good written and spoken English.

Required Skills

• Extremely organized and detail-oriented.
• Strong filing and document-control discipline.
• Good communication and follow-up skills.
• Ability to manage multiple projects simultaneously.
• Good written communication skills.
• Ability to work with deadlines.
• Strong computer and administrative skills.
• Ability to identify missing documents before submission.
• Ability to maintain confidentiality of company information.

Ideal Candidate

The ideal candidate should be highly organized, proactive, and persistent with follow-ups.

The person should always know:

• Which submittals are pending
• Which documents require revision
• Which registrations are incomplete
• Which company documents are expiring
• Which consultant approvals are outstanding
• Which project handover documents are missing
• Where every important company and project document is stored

The objective of this role is to ensure that management and other departments do not waste time searching for documents, following up on approvals, or dealing with incomplete paperwork.

Pay: AED3,000.00 - AED4,000.00 per month

Work Location: In person