Document Controller

We are looking to hire a Document Controller who will be responsible for managing administrative tasks and supporting tenancy coordination for our client based in Dubai—one of the largest companies in the region.

This position is a contract role with an initial duration of 2 years and is renewable.

The role sits within the Retail Design & Delivery Department and reports directly to the Senior Manager of Retail Design.

We are looking for a passionate Document Controller to ensure efficient operational and tenancy coordination processes. You should also possess strong administrative skills and experience in project coordination, document management, and stakeholder communication.

Key Responsibilities:

1. Coordinate day-to-day administrative activities to support the smooth execution of retail design and delivery projects.
2. Serve as the main point of contact for internal and external stakeholders, ensuring clear and effective communication.
3. Oversee the preparation and organization of project documentation, reports, and records for ongoing and completed projects.
4. Support project teams in tracking project milestones, timelines, and deliverables to ensure deadlines are met.
5. Manage and update databases, trackers, and filing systems to maintain accurate project information.
6. Facilitate meetings, including scheduling, preparing agendas, and documenting minutes for follow-up actions.
7. Assist in processing purchase requests, quotations, invoices, and other financial documentation using Oracle systems.
8. Ensure compliance with company policies and procedures in all administrative operations.
9. Provide administrative support for audits, inspections, and quality control activities related to retail projects.
10. Collaborate with cross-functional teams, including Facilities Management, IT, Procurement, and Leasing, to support project requirements.

Knowledge, Skills & Experience:

1. Bachelor’s degree or equivalent is required.
2. Minimum 3-5 years of experience in a similar role.
3. Proficient in Microsoft Office.
4. Knowledge of Yardi, Salesforce, and Oracle is preferred.
5. Excellent customer service and troubleshooting skills.
6. Strong interpersonal, time management, and communication skills.
7. Ability to work under pressure.
8. Advanced oral and written English communication skills; Arabic is advantageous.
9. UAE Driving License is required.

Availability:

Preference will be given to candidates available immediately or a maximum of 30 days after accepting the offer.