Secretary cum Document Controller – Project Site

Romeo Interiors Factory LLC; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Romeo Interiors Factory LLC is seeking a proactive Document Controller to manage and organize project documents and correspondence. You will ensure timely access to approved drawings and maintain meticulous filing systems.

The role covers document control, project correspondence, secretarial support, and site coordination to facilitate smooth project execution. A related degree and MS Office proficiency are preferred; ability to coordinate with diverse teams is essential.

Qualifications

• Bachelor's degree or Diploma in Business Administration, Secretarial Studies, Office Administration, or a related field.
• Good working knowledge of MS Office (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication, and attention to detail.

Responsibilities

• Receive, register, organize and maintain all project-related documents and correspondence.
• Control issue revision distribution and retrieval of documents per project procedures.
• Ensure latest approved drawings and documents are available to site team.
• Maintain records of superseded/obsolete documents.
• Prepare and distribute document transmittals to consultants, clients, subcontractors, suppliers and internal departments.
• Monitor document submission and approval status and follow up on outstanding documents.

Skills

Organizational skills

Time-management

Communication skills

Education

Bachelor's or Diploma in Business Administration/Secretarial Studies/Office Administration

Tools

MS Office

Job description

Document Control

• Receive register organize and maintain all project-related documents and correspondence
• Control the issue revision distribution and retrieval of documents in accordance with project procedures
• Ensure that the latest approved drawings and documents are available to the site team
• Maintain proper records of superseded and obsolete documents
• Prepare and distribute document transmittals to consultants clients subcontractors suppliers and internal departments
• Monitor document submission and approval status and follow up on outstanding documents
• File and maintain both electronic and hard-copy project records in an organized manner
• Ensure confidentiality and proper access control of project documents

Project Correspondence

• Prepare format and issue official letters emails notices transmittals and other project correspondence
• Maintain an incoming and outgoing correspondence register
• Record and track correspondence received from clients consultants subcontractors and suppliers
• Follow up with concerned departments personnel for timely responses to pending correspondence
• Maintain proper records of approvals instructions comments and responses

Secretarial Administrative Support

• Provide day-to-day secretarial and administrative assistance to the Project Manager and site management team
• Schedule meetings appointments site inspections and project coordination meetings
• Prepare reports presentations letters spreadsheets and other project-related documents
• Handle incoming and outgoing calls emails and general correspondence

Site Coordination

• Coordinate document flow between the site team head office consultant client subcontractors and suppliers
• Ensure that site personnel receive the required approved drawings documents and instructions
• Coordinate with engineers quantity surveyors procurement commercial and planning teams for required documentation
• Maintain proper records of site instructions approvals inspections and project decisions

Filing Records Management

• Establish and maintain a systematic filing system for project documents
• Maintain electronic folders and hard-copy files according to project requirements
• Ensure documents are correctly named indexed dated and version-controlled
• Periodically check files to ensure completeness and accuracy
• Assist in project handover by compiling and organizing final project documentation and records

Qualifications Bachelor's degree or Diploma in Business Administration, Secretarial Studies, Office Administration, or a related field.

Technical Skills Good working knowledge of MS Office - Word, Excel, PowerPoint, and Outlook.

Key Competencies Excellent organizational and time-management skills. Strong attention to detail and accuracy. Good written and verbal communication skills. Ability to prioritize and manage multiple tasks simultaneously. Strong follow-up and coordination skills. Ability to work under pressure and meet project deadlines. Professional and confidential handling of information. Good interpersonal skills and ability to coordinate with multicultural teams. Proactive approach to identifying and following up on pending documentation.

Salary Range: Salary package in line with candidate experience and assessment performance.