Site Secretary & Document Control Lead

Flip retail; Dubai; On-site; AED 30,000 - 36,000; Full time

Job summary

Flip retail is seeking a Site Secretary / Document Controller in the United Arab Emirates. The role focuses on meticulous documentation, daily record preparation, and prompt handling of inbound/outbound correspondence with clients, consultants, vendors, and authorities.

You will organize meetings, prepare minutes for various sessions, manage petty cash reconciliations, coordinate transportation, and manage leave and personnel documentation within the ERP system.

Qualifications

• Minimum 5 years experience in site administration and document control.
• Experience with ERP/document management is a plus.
• Strong organizational and communication skills.

Responsibilities

• Prepare Daily Records for entry to the Customer/ Consultant; prepare and ensure prompt feedback of inbound and outbound letters, documents, consultants, vendors, clients and authorities.
• Organize meetings and prepare minutes for multiple meetings (Building Kick-off, Progression Satisfying, Workflow Managers Satisfying, etc).
• Manage website petty cash and reconcile cash on hand against invoices and other files.
• Coordinate with chauffeurs for transportation arrangements.
• Process leave requests and absences in the system for site personnel.
• Collect documents (passport, income certification, etc) in the system on behalf of site personnel.
• Update and respond to SR-handiwork issues in the system.
• Ensure information (like CIR, Workforce Transfer Letter) is communicated to the relevant worker.
• Maintain and track Authority Logs and prepare Authority charges and penalties in the system.
• Keep office stationery and approve GIV provided by owner; update outward registers based on letters and memoranda.
• Initiate entry of annual leave plan in ERP; circulate correspondences and submittals.

Job description

Flip retail is seeking a Site Secretary / Document Controller in the United Arab Emirates. The role focuses on meticulous documentation, daily record preparation, and prompt handling of inbound/outbound correspondence with clients, consultants, vendors, and authorities.

You will organize meetings, prepare minutes for various sessions, manage petty cash reconciliations, coordinate transportation, and manage leave and personnel documentation within the ERP system.