Executive Assistant

Bartawi General Contracting; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading construction firm in Dubai is seeking an Executive Assistant to manage document control policies and support various departments in compliance and coordination. The ideal candidate will have 5–10 years of experience in Document Control within the construction or engineering sectors, with strong leadership skills managing Document Controllers. Proficiency in MS Office and document management systems is essential, alongside excellent communication skills in English. Interested candidates should send their CV to the provided email address.

Qualifications

• 5–10 years in Document Control within construction/engineering, preferably in the UAE.
• Experience managing multiple Document Controllers across projects.
• Capacity to maintain strict confidentiality and manage time effectively.

Responsibilities

• Set company-wide document control policy and monitor SLAs.
• Line-manage Document Controllers and conduct training.
• Coordinate with multiple departments to meet deadlines.
• Prepare for and support internal/external audits.

Skills

Document Control experience

Team leadership

Advanced MS Office

Strong PDF markup skills

Excellent English communication

Attention to detail

Tools

SharePoint

Adobe Acrobat

Bluebeam

Job description

We're Hiring! Executive Assistant – Bartawi General Contracting

Location: AlQouz industrial area 2- Dubai

Responsibilities

• Set company-wide document control policy, numbering systems, metadata, and filing taxonomy.
• Line-manage and mentor project Document Controllers; conduct training, audits, and performance reviews.
• Establish and monitor SLAs for submittals, RFIs, drawings, MIR/IR/NCR, as-built/O&M manuals.
• Review outgoing/incoming transmittals, ensure correct revisions, supersedures, and traceability.
• Maintain centralized registers (letters, emails, MOMs, submittals, RFIs) and publish weekly dashboards.
• Coordinate with Technical/Design, QS/Contracts, Planning, HSE/QAQC, Procurement, and Finance to meet contractual/document deadlines.
• Own project closeout: as-built packages, O&M manuals, digital/hard archives, and handover compliance.
• Prepare for and support internal/external audits; implement corrective actions.
• Manage complex calendar, meeting agendas, action logs, and follow-ups.
• Draft, proof, and format correspondence, memos, and presentations; maintain strict confidentiality.
• Gatekeep priorities, screen calls/emails, and ensure briefing materials are ready ahead of meetings.
• Maintain HO filing structure, access permissions, and records retention schedule.
• Support onboarding/offboarding with HR/IT; maintain staff lists, org charts, and contact directories.

Qualifications

• 5–10 years in Document Control within construction/engineering; UAE experience preferred.
• Team leadership experience managing multiple Document Controllers across projects.
• Advanced MS Office (Excel, Word, PowerPoint), Outlook/Teams; strong PDF markup (Acrobat/Bluebeam).
• Hands-on with common DMS/EDMS platforms (e.g., SharePoint, Procore/Asite/BIM-type tools).
• Excellent English written/verbal communication; Arabic is an advantage.
• High attention to detail, organization, discretion, and time management.

If you're interested, send your CV to [e-mail]