Site Secretary / Document Controller

Flip retail; Dubai; On-site; AED 33,000 - 56,000; Full time

Job summary

Flip retail in Dubai is seeking a Site Secretary / Document Controller to manage daily reports, correspondence, minutes of meetings, and site records. You will coordinate with drivers, handle attendance and leave processes, and ensure that all project communications are accurately logged in the ERP system.

The role requires strong organization, excellent communication skills, and the ability to handle multiple priorities in a fast-paced construction environment.

Qualifications

• 5 years of experience preferred in a similar site secretary or document control role.
• Strong organizational and communication skills are essential.
• Proficient with office software and ERP/systems for records and reports.
• Ability to manage multiple tasks, deadlines, and stakeholders effectively.

Responsibilities

• Prepare daily reports for entry to client and professional teams.
• Handle incoming/outgoing letter correspondence promptly and accurately.
• Arrange and take minutes for conferences (kick-off, progress, and status meetings).
• Coordinate with drivers for transportation plans and courier logistics.
• Manage records requests (tickets, certificates) in the system for site teams.
• Update authority logs, mobilization and closeout checklists in the ERP system.
• Prepare and update project mobilization and closeout materials.
• Take care of site communications, call lists, and monthly customer/client reports.

Skills

Administrative support

Document control

Communication

Attention to detail

MS Office

Job description

Site Secretary / Document Controller
Prepare Daily Reports for entry to the Client/ ProfessionalPrepare and make certain prompt reaction of incoming and also outgoing Letter Correspondence, Expert, Vendors, Client/Consultant and Authorities.Arrange conference as well as prepare minutes for numerous conferences (Building and construction Kick-off, Progression Fulfilling, Procedures Managers Fulfilling, and so on)." Manage site Minor Money and also perform regular settlement of Cash-on-Hand versus billings and also various other documents."Coordinate with chauffeurs for transportation plansApply Notice of Absence, Article Lack and also Leave Applications for site Team in the System.Demand for Records (Ticket, Income Certificate, etc) in the System on behalf of site team.Raise and also respond to SR - Handiwork problems in the System.Ensure that info (like CIR, Manpower Transfer Letter) are communicated to the worried employeePreserve and also keep an eye on the Authority LogsPrepare Authority Charge and also Authority Penalty in the System.Maintain Workplace Stationery items and also approve GIV released by Vendor.Update the Outward Signs up based upon the created Letter Correspondence, Memoranda, etc.Start Provider and Subcontractor Analysis in the System.Maintain and also monitor the Project Mobilization Checklist throughout Mobilization Phase.Preserve and monitor the Task Closeout Checklist throughout Handing-Over Stage.Take care of incoming and outbound phone calls.Update the Call List consistently (Worker, Subcontractors, and so on).Send regular and also Month-to-month Reports to the Customer/ Professional.Prepare, send as well as upgrade Confirmation of Verbal Guideline. Upon receipt from Customer/ Expert, circulate and upgrade in the System.Prepare and send Ask for Info. Upon invoice from Client/Consultant, distribute as well as upgrade in the System.Prepare Prequalification Submittal.Coordinate with Subcontractors for entry of paper and illustrations submittals (Product, MIR, IR, MS, Prequalification, Store Illustration).Take care of website admin job in sychronisation with PM/ CENTIMETERS.Initiate access of Annual leave plan in ERP.Distribute communications and also submittals.Job Type: Full TimeSalary: Up to AED5,000.00 monthlyExperience:.Secretary/Document Controller: 5 years (Preferred).Application Deadline: 01/08/2022.Expected Start Date: 01/08/2022.