Document Controller/Admin

WE’RE HIRING | DOCUMENT CONTROLLER & ADMIN

Maklad Design LLC is looking for a highly organized, proactive, and detail-oriented Document Controller & Admin to join our team in Dubai.

The role will be responsible for company and project document control, tender documentation support, general office administration, and HR administrative support.

Key Responsibilities

Document Control

• Maintain and organize all company and project documentation.
• Manage digital and physical filing systems and project folders.
• Maintain document registers, revisions, submissions, approvals, and records.
• File and track contracts, drawings, RFIs, reports, approvals, warranties, handover documents, and project correspondence.
• Ensure documents are properly named, updated, archived, and accessible to authorized personnel.
• Maintain confidentiality of company, employee, financial, and project documentation.

Tender & Prequalification Support

• Review tender requirements and prepare document checklists.
• Coordinate with QS, Project Management, Design, Finance, Procurement, and Management to collect required documentation.
• Compile and organize tender and prequalification documents for submission.
• Maintain company profiles, licenses, certificates, project references, completion certificates, staff CVs, and other supporting documentation.
• Follow up with relevant departments to ensure required documents are received before submission deadlines.
• Assist with portal uploads and final tender document preparation.
• Pricing, BOQs, quantity take-offs, costing, and commercial preparation remain the responsibility of the QS and relevant departments.

Administration

• Handle general office administration and daily administrative requirements.
• Maintain office inventory, stationery, and supplies.
• Schedule meetings and appointments.
• Prepare and circulate Minutes of Meetings (MOMs).
• Prepare company letters, forms, correspondence, and administrative documents.
• Coordinate documents requiring Management signatures and approvals.
• Maintain administrative trackers, calendars, and renewal schedules.
• Follow up on assigned tasks and outstanding documentation.
• Provide general administrative support to Management and departments.

HR Administrative Support

• Assist the HR Manager with HR documentation and administrative requirements.
• Prepare approved offer letters, employment contracts, welcome letters, and related documents.
• Schedule interviews and coordinate candidate appointments.
• Assist with onboarding documentation and new employee induction.
• Maintain employee files, attendance records, leave records, and HR trackers.
• Track probation periods, contract renewals, and employee document expiries.
• Prepare HR correspondence as instructed by the HR Manager.

Requirements

• 2–4 years UAE experience in Document Control and/or Administration.
• Experience in Interior Fit-Out, Construction, Contracting, Engineering, or Architecture is preferred.
• Experience with project documentation, tenders, and prequalification submissions is an advantage.
• Strong Microsoft Office skills.
• Good written and verbal English communication.
• Strong filing, organization, and follow-up skills.
• Ability to prepare professional emails, letters, reports, and MOMs.
• Detail-oriented and able to handle multiple deadlines.
• Able to handle confidential information responsibly.
• Knowledge of HR administration and UAE employment documentation is an advantage.

Position: Document Controller & Admin

Location: Dubai, UAE

Employment Type: Full-Time

Company: Maklad Design LLC

Interested candidates may send their CV to careers@makladdesign.com with the subject:

Application – Document Controller & Admin

Pay: AED4,000.00 - AED4,500.00 per month

Application Question(s):

• Apply only if you have experience here in UAE in documentation.
• Nationality?
• Current Salary?
• Expected Salary?
• Visa Status? (employment visa, visit visa, spouse visa, freelance visa, etc) mention it.
• Can you join immediately, if yes, how many days?
• How many years of experience do you have here in UAE as a document controller/admin?

Work Location: In person