Document Control & Site Administration Specialist

Wasael Property Management; Abu Dhabi; On-site; AED 133,920 - 200,880; Full time

Job summary

Wasael Property Management is seeking a competent Document Controller to administer and maintain third-party service documentation for sites. You will manage hard and electronic records, compile daily technical reports, and assist the Contracts Administrator as needed.

The role requires at least 3 years in document control, with a strong understanding of contract and subcontracts administration. Knowledge in facilities management is a plus, ensuring secure storage and accurate document tracking

Qualifications

• Bachelor degree required in any discipline.
• Minimum of 3 years as a Document Controller.
• Experience in Facility Management industry is a plus.
• Sound knowledge of document control principles for contract and subcontract administration and related disciplines.

Responsibilities

• Maintain and update all Third Party Services related site documentation inclusive of both Hard and Electronic copy for each site.
• Compilation and upkeep of daily technical reports and Service Operations Manuals.
• Assist or deputize for the Contracts Administrator when they are unavailable.
• Collate all documentation for contractor Site Safety.
• Collate all documentation for purchase order requests.
• Provide administrative support such as preparing correspondences and required documentations for the department.
• Coordinate meeting schedules, reports, etc. with Contractors, Consultants and Client.
• Support in the development and improvement of all required administration systems to ensure smooth operations.
• Serves as a point of contact for contractors for receiving invoices, service reports, and other submittals for Line Manager’s review.
• Process all invoices in line with company policies and forward to Finance.
• Responsible for maintaining a central filing system and for updating document tracking system, validating and reporting on document review progress.
• Responsible for archiving, filing and distribution of documents as required.
• Ensure documents are securely stored and the storage location accurately recorded to ensure accurate checked‑in out from the storage area in order to prevent loss of documentation.
• Performs regular check of procurement/ contracts documents to ensure all documents are properly submitted and received back to/from other departments.
• Ensures compliance to Standard Operating Procedures in relation to submission and storage of documents.
• Prepares Document Transmittals, Delivery and collection of documents from other departments.
• Implement and communicate a process to ensure documentation is accessible.
• Perform other duties as assigned by the Direct Manager

Skills

Document control principles

Facility Management experience

Education

Bachelor degree in any discipline

Job description

Wasael Property Management is seeking a competent Document Controller to administer and maintain third-party service documentation for sites. You will manage hard and electronic records, compile daily technical reports, and assist the Contracts Administrator as needed.

The role requires at least 3 years in document control, with a strong understanding of contract and subcontracts administration. Knowledge in facilities management is a plus, ensuring secure storage and accurate document tracking