Document Control and Corporate Affairs Executive

Ultimate HR Solutions; Dubai; On-site; AED 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a Document Control and Corporate Affairs Executive to manage essential documentation and compliance processes. This role involves maintaining organized master folders, filing documents, and coordinating with various stakeholders for document requests and legalizations. The ideal candidate will possess strong organizational skills and attention to detail, ensuring that all documentation is accurate and up to date. Join a dynamic team in a vibrant location, where your contributions will play a vital role in the success of the organization. If you are passionate about document management and thrive in a fast-paced environment, this opportunity is perfect for you.

Benefits

Visa

Medical Insurance

Yearly Vacation

Annual Ticket

Gratuity

Qualifications

• Experience in document control and corporate affairs is essential.
• Strong organizational skills and attention to detail are required.

Responsibilities

• Maintain master folders and document registers on DropBox.
• File documents electronically and physically as required.
• Coordinate with stakeholders for document requests and legalizations.

Skills

Document Management

Organizational Skills

Attention to Detail

Communication Skills

Education

Bachelor's Degree in Business Administration or related field

Tools

DropBox

Monday.com

Microsoft Excel

Job description

Role Title: Document Control and Corporate Affairs Executive

Role Type: Full Time, Permanent, Long Term, On-Site

Work Location: Dubai Internet City, Dubai, UAE

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

Benefits: Visa, medical insurance, yearly vacation and 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.com and ensuring that all items are current and details are properly updated and saved (Licences, Leases, Est. Cards, COI, COGS, COIM, POA, MOA, AOA, Shareholding Structure).
• Handling incorporations, registration amendments, and de-registration 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 of our client's group of companies (Including under DMCC and DDA) and coordinating with relevant authorities regarding service requests.
• Coordinating with translation agencies for all translation requirements.