Document Control and Corporate Affairs Executive

Ultimate HR Solutions; Dubai; On-site; AED 146,000 - 221,000; Full time

Job summary

A leading HR consultancy in Dubai is seeking a Document Control and Corporate Affairs Executive. The role involves maintaining document systems, ensuring compliance with corporate documentation, and coordinating with various stakeholders. Ideal candidates will possess strong document management expertise and organizational skills. This is a full-time, permanent position located at Dubai Internet City, offering benefits such as visa, medical insurance, and yearly vacation.

Benefits

Visa

Medical insurance

Yearly vacation

Ticket gratuity

Qualifications

• Experience in document control systems and processes.
• Proven ability to manage multiple compliance requirements.
• Familiarity with legal documentation and corporate affairs.

Responsibilities

• Maintain master folders and document registers in DropBox.
• File documents electronically and physically.
• Attend to document requests from stakeholders.
• Monitor and update Companies Registers weekly.
• Handle company registrations and deregistrations.
• Coordinate document attestations across jurisdictions.
• Submit compliance documents to authorities.
• Maintain authority portal accounts for clients.
• Manage translation agency requirements.

Skills

Document management expertise

Proficiency in Microsoft Excel

Strong organizational skills

Attention to detail

Job description

Role Information

Role Title: Document Control and Corporate Affairs Executive

Role Type: Full Time Permanent Long Term OnSite

Work Location: Dubai Internet City Dubai UAE

Working Days & Hours: Monday-Friday 9am-6pm

Benefits: Visa, medical insurance, yearly vacation, ticket gratuity

Responsibilities

• Maintaining the various master folders on DropBox including the respective Excel Document Registers in an organized and updated manner
• Filing of documents in both (a) electronic (scan and file) format in DropBox and (b) physical filing of original documents in designated folders.
• Attending to requests for documents from internal and external stakeholders (Team DLD, Notaries, Plot Registrations, POAs, Sales of properties)
• Monitoring and updating the Companies Registers on Monday and ensuring that all items are current and details are properly updated and saved (Licenses, Leases, Est. Cards, COI, COGS, COIM, POA, MOA, AOA, Shareholding Structure)
• Handling incorporations, registrations, amendments, and deregistrations for DMCC, DDA, JAFZA and BVI companies.
• Updating Shareholding Structures
• Coordinating with relevant agents for documents attestations, notarizations, apostilles and legalizations across multiple jurisdictions, embassies, foreign affairs departments, authorities and governments including BVI, Cayman, UAE MOFA, UK FCO and others as necessary
• Preparing and submitting official letters required compliance documents and audited financial statements to various authorities (DDA, DMCC, JAFZA), banks and registered agents and other external and internal stakeholders
• Maintaining the authorities portal accounts for our clients group of companies (including under DMCC and DDA) and coordinating with relevant authorities with regards to service requests
• Coordinating with translation agencies for all translation requirements

Benefits

• Visa
• Medical insurance
• Yearly vacation
• Ticket gratuity