Admin Officer - Document Management

HUMAN-AI-Z Nexus Technology; Abu Dhabi; On-site; AED 70,000 - 110,000; Full time

Job summary

HUMAN-AI-Z Nexus Technology is seeking a proactive Document Controller to design, develop and implement the company’s document control system from scratch for all commercial and corporate documentation.

You will establish policies, procedures, workflows, numbering, version control, retention schedules, and archiving standards while coordinating with departments to ensure accuracy and compliance.

Qualifications

• Experience as Document Controller is essential.
• Ability to handle confidentiality and multiple priorities.
• Proficient in MS Office applications.

Responsibilities

• Design, develop and implement the document control system for all commercial and corporate docs.
• Establish document control policies, workflows, numbering, version control and retention standards.
• Manage lifecycle of contracts, POs, letters, proposals, service agreements and related records.
• Ensure documents are prepared, reviewed, distributed, revised and archived per policy.
• Maintain revision histories and ensure only current approved versions circulate.
• Develop centralized electronic and physical filing systems and ERP-based controls.
• Coordinate with Procurement, Legal, Finance, HR and Operations to ensure accuracy and compliance.
• Monitor expiry dates, renewals and approval timelines.
• Safeguard confidential information and support audits.

Skills

Attention to detail

Stakeholder management

Communication skills

English proficiency

Documentation control

Education

Postgraduate degree

Tools

Microsoft Office

Job description

Design, develop, and implement the company's document control system from scratch for all commercial and corporate documentation.

Establish document control policies, procedures, workflows, numbering systems, version control, approval matrices, retention schedules, and

archiving standards.

Manage the lifecycle of commercial and corporate documents, including contracts, contract addendums, purchase orders (POs), letters, commercia

proposals, service agreements, tender documents, quotations, client correspondence, and related records.

Ensure all documents are accurately prepared, reviewed, approved, distributed, tracked, revised, and archived in accordance with company

policies.

Maintain complete document revision histories and ensure only current approved versions are in circulation.

Develop and maintain centralized electronic and physical filing systems to enable efficient document retrieval.

Administer document control processes within the company's ERP system and ensure proper integration with business workflows.

Coordinate with Procurement, Commercial, Legal, Finance, HR, and Operations departments to ensure document accuracy and compliance.

Monitor document expiry dates, contract renewals, and approval timelines where applicable.

Safeguard confidential and sensitive commercial information through secure document management practices.

Support internal and external audits by providing accurate and timely documentation.

1. Continuously improve document management processes through automation and best practices.

2. Excellent organizational skills with exceptional attention to detail and accuracy.

3. Strong communication and stakeholder management skills.

4. Excellent written and spoken English is mandatory.

5. Arabic language proficiency is preferred.

6. Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Desired Candidate Profile

Any PG with experience as a Document Controller. Ability to work independently, maintain confidentiality, and manage multiple priorities.