Document Controller

Roles and responsibilities

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:

• Coordinate day-to-day administrative activities to support the smooth execution of retail design and delivery projects.

• Serve as the main point of contact for internal and external stakeholders, ensuring clear and effective communication.

• Oversee the preparation and organization of project documentation, reports, and records for ongoing and completed projects.

• Support project teams in tracking project milestones, timelines, and deliverables to ensure deadlines are met.

• Manage and update databases, trackers, and filing systems to maintain accurate project information.

• Facilitate meetings, including scheduling, preparing agendas, and documenting minutes for follow-up actions.

• Assist in processing purchase requests, quotations, invoices, and other financial documentation using Oracle systems.

• Ensure compliance with company policies and procedures in all administrative operations.

• Provide administrative support for audits, inspections, and quality control activities related to retail projects.

• Collaborate with cross-functional teams, including Facilities Management, IT, Procurement, and Leasing, to support project requirements.

Desired candidate profile

Knowledge, Skills & Experience:

• Bachelor’s degree or equivalent is required.

• Minimum 3-5 years of experience in a similar role.

• Proficient in Microsoft Office.

• Knowledge of Yardi, Salesforce, and Oracle is preferred.

• Collaborate with cross-functional teams, including Facilities Management, IT, Procurement, and Leasing, to support project requirements.

• Excellent customer service and troubleshooting skills.

• Strong interpersonal, time management, and communication skills.

• Ability to work under pressure.

• Advanced oral and written English communication skills; Arabic is advantageous.

• UAE Driving License is required.

Availability:

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