Admin/Document Controller

Job description:

Job Title: Junior Document Controller / Admin / Welfare Supervisor
Department: Administration / Projects / HR Support
Location: Abu Dhabi
Employment Type: Full-Time
Grade/Level: Junior / Supervisor Level
Experience Required: Minimum 2–3 Years
Pay: 3,500.00 (AED) - 3,000.00 (AED) per month

Other Allowances: Shared accommodation + Shared transportation for site only

Position Purpose

The Junior Document Controller / Admin Assistant / Welfare Supervisor is responsible for supporting company operations through strict document control, administrative coordination, and employee welfare supervision. This role is critical to ensuring compliance with internal policies, audit requirements, and regulatory standards while maintaining proper records, efficient office operations, and acceptable employee welfare conditions.

This position requires high levels of confidentiality, accuracy, accountability, and adherence to company procedures.

Key Accountabilities & Responsibilities

Document Control (Primary Accountability)

• Implement and maintain company-approved document control systems and procedures.
• Ensure accurate filing, indexing, version control, and archiving of all project and corporate documents.
• Verify that only approved, latest revisions of documents are issued and used.
• Maintain document registers, trackers, and logs as per internal audit requirements.
• Support internal and external audits by providing accurate and timely documentation.
• Ensure compliance with company, client, and regulatory documentation standards.
• Report any documentation of discrepancies or non-compliance to management immediately.

Administration (Operational Accountability)

• Provide structured administrative support to management and site operations.
• Maintain official records, correspondence, and administrative files in accordance with company policy.
• Coordinate meetings, schedules, and management calendars.
• Prepare official reports, letters, trackers, and administrative documentation as directed.
• Control and monitor office supplies, assets, and administrative inventories.
• Ensure proper record retention and confidentiality of sensitive company and employee information.
• Execute additional administrative duties assigned by authorized management personnel
• Following Company rules and regulations.

Welfare Supervision (Compliance Accountability)

• Monitor and report on employee welfare conditions including accommodation, hygiene, and general welfare facilities.
• Act as the focal point for employee welfare issues and escalate concerns through proper HR and management channels.
• Ensure compliance with basic health, safety, and welfare standards in coordination with HR and HSE teams.
• Maintain welfare-related records, complaints, logs, and corrective action trackers.
• Support management and HR in implementing corrective actions and welfare improvement initiatives.
• Conduct regular welfare inspections and submit formal reports as required.

Systems & ERP (Odoo)

• Maintain accurate employee, leave, attendance, and document-related records in the Odoo ERP system.
• Ensure timely and accurate data entry in Odoo in accordance with company procedures.
• Report system issues, discrepancies, or data inconsistencies immediately to HR/IT.
• Support HR and administration processes through proper system utilization.

Authority & Accountability

• Authorized to maintain and control documentation as per company procedures.
• Accountable for accuracy, confidentiality, and timely updates of records and systems.
• Not authorized to approve documents, leave, or welfare decisions unless formally delegated in writing.
• Required to escalate non-compliance, policy violations, or welfare risks to management without delay.

Mandatory Qualifications & Competencies

• Minimum 2–3 years of relevant experience in document control, administration, and/or welfare supervision.
• Demonstrated proficiency in Microsoft Office applications.
• Proven experience with ERP systems, preferably Odoo.
• Strong understanding of documentation standards and internal controls.
• High level of attention to detail and compliance-driven mindset.
• Strong organizational and record management skills.
• Professional communication and reporting abilities.
• Ability to handle confidential information with integrity and discretion.

Preferred (Advantageous) Criteria

• Bachelor’s degree in Business Administration, Management, or related discipline.
• Experience in construction, engineering, or project-based environments.
• Basic working knowledge of UAE labor, welfare, and health & safety practices.

Performance Measures (Internal Use)

• Accuracy and completeness of document registers and records.
• Compliance with document control and audit requirements.
• Timeliness and quality of administrative deliverables.
• Effectiveness in welfare monitoring and issue escalation.
• Accuracy of data maintained in Odoo ERP.
• Adherence to company policies and procedures.

Job Type: Full-time

Pay: AED2,500.00 - AED3,000.00 per month

Work Location: In person