Document Controller and Accounts Reconciliation Officer

Job Title: Document Controller & Accounts Reconciliation Officer

Reports To: Finance Manager / Managing Director
Department: Finance & Administration
Location: Dubai
Employment Type: Full Time

Position Overview

We are seeking a detail-oriented and proactive Document Controller & Accounts Reconciliation Officer to manage company documentation processes while supporting our finance team with debt collection and account reconciliation activities.
This dual-function role requires excellent organisational skills, financial acumen, and the ability to communicate effectively with both internal teams and external clients.

Key Responsibilities

Document Control

• Manage and maintain all company documents, ensuring accuracy, version control, and compliance with company policies and regulatory requirements.
• Establish and maintain document control procedures, templates, and filing systems (both digital and physical).
• Coordinate document flow between departments, contractors, and clients to ensure timely approval and distribution.
• Track and update document registers
• Safeguard confidential and sensitive information in accordance with company data protection standards.

Accounts Reconciliation & Debt Collection

• Monitor accounts receivable and maintain up-to-date records of outstanding invoices.
• Conduct regular debt collection activities, including follow-up calls, emails, and correspondence with clients to ensure prompt payment.
• Investigate and resolve discrepancies in accounts receivable and payable ledgers.
• Reconcile client accounts, ensuring all transactions are accurately recorded and reported.
• Prepare aging reports and support the Finance Manager in preparing monthly reconciliations and financial summaries.
• Assist in resolving billing issues, credit notes, and disputes with clients or suppliers.

Skills & Competencies

• Strong attention to detail and accuracy in both document handling and financial data management.
• Excellent communication and negotiation skills for effective debt collection.
• Ability to multitask and manage priorities across administrative and finance responsibilities.
• High level of integrity, confidentiality, and professionalism.
• Strong organisational and record-keeping skills.
• Proficient in MS Office (Excel, Word, Outlook) and document management systems.
• Experience with accounting software (e.g., Sage, QuickBooks, Xero, or ERP systems) preferred.

Qualifications & Experience

• Diploma or Degree in Business Administration, Accounting, Finance, or related field.
• Minimum 3 years’ experience in a similar dual role or within document control and accounts/finance environment.
• Proven track record in debt collection and account reconciliation.

Key Performance Indicators (KPIs)

• Timeliness and accuracy of document control processes.
• Reduction in outstanding debt and improved debtor days.
• Accuracy and timeliness of reconciliations.
• Compliance with document management and data protection standards.

Personal Attributes

• Analytical and solution-oriented mindset.
• Strong interpersonal skills and resilience when dealing with clients.
• Self-motivated with a proactive approach to problem-solving.

Job Type: Full-time

Pay: AED3,250.00 - AED7,000.00 per month

Education:

• Bachelor's (Required)

Experience:

• Document Control and Accounts: 3 years (Required)

Language:

• English and Tagalog (Required)

Location:

• Dubai (Required)