Executive – Document Control and Administration - Dubai Holding Land Estates

About Dubai Holding Land Estates:

Dubai Holding Land Estates oversees a diverse land portfolio strategically located across Dubai’s most sought-after areas. With convenient access to major highways, nearby amenities, and flexible land use options, investors are presented with unique opportunities for development and growth.

Through the centralization of Dubai Holding’s land bank, Dubai Holding Land Estates focuses on large-scale master plans, ensuring alignment with the Dubai 2040 Urban Master Plan, whilst also supporting the business’s commitment to sustainable urban development and strategic land portfolio management.

An opportunity has arisen for a Executive – Document Control and Administration to join Dubai Holding Land Estate . The main duties and responsibilities of this role are mentioned below:

The job holder is responsible for managing, organizing, and safeguarding project documentation across the development portfolio, ensuring accuracy, version control, and accessibility. This role serves as the central point for document management, coordinating with project teams, consultants, and others to maintain compliance with corporate standards, while supporting efficient project delivery.

Key Responsibilities:

• Develop and maintain a robust document control system to manage incoming and outgoing documentation, including drawings, contracts, correspondence, and reports.
• Ensure all documentation is accurately logged, version-controlled, and distributed to relevant stakeholders in a timely manner.
• Coordinate with project teams, consultants, and others to ensure consistent adherence to document control protocols and naming conventions
• Review and validate documentation for completeness, accuracy, and compliance with company and regulatory standards.
• Maintain and update document registers, transmittal logs, and metadata for accurate project records.
• Support the preparation of documentation packages for approvals, permits, and handovers.
• Engage regularly with project managers and design teams to track document status, outstanding submissions, and upcoming deliverables.
• Implement and monitor workflows to ensure document approvals are processed efficiently and within agreed timelines.
• Manage controlled distribution of drawings, reports, and other documentation to internal teams and external stakeholders.
• Ensure that all electronic and hard copy records are securely stored and retrievable in accordance with company archiving procedures.
• Provide training and guidance to project team members and external consultants on document control systems and processes.
• Continuously review document management procedures and recommend improvements to increase efficiency and minimize risks.
• Act as the primary custodian of confidential project documentation, ensuring secure handling and restricted access where required.
• Support audits and compliance checks by providing accurate, timely access to records and reports.
• Collaborate with IT and programme management teams to maintain, upgrade, and optimize the Document Management System (DMS).
• Assist with drafting, formatting, and issuing formal letters, memos, and correspondence to consultants,authorities and others.
• Maintain and update registers for contracts, procurement documentation, and correspondence to ensure accuracy and traceability.
• Support the preparation of tender documentation
• Follow up with consultants and internal teams to ensure timely submission of required documents, approvals, and responses.
• Assist project managers in preparing transmittals, cover letters, and supporting documentation.
• Coordinate with finance, contracts, and procurement teams to ensure alignment of documentation with payment certificates, contract registers, and procurement schedules.

Minimum Qualifications and Knowledge:

• Degree Qualified – business administration, information management, or related degree preferred.

Minimum Experience (number of years):

• 3 to 6 years of experience in document control within construction, real estate development, or consultancy environments.
• Practical experience in major real estate projects in the MENA/GCC region is a plus.

Job Specific Skills:

• Proficiency in document management software (e.g., Aconex, SharePoint, Asite, Primavera Unifier, or similar platforms).
• Strong organizational skills with attention to detail and accuracy
• Ability to prepare professional document registers and reports for management.
• Excellent communication and coordination skills to engage with multidisciplinary teams and external stakeholders.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) for reporting and documentation support.
• Ability to work under pressure and manage multiple workflows within tight deadlines.

About the Benefits

At Dubai Holding, we're committed to nurturing the success and well-being of our colleagues. Join our dynamic and diverse team, and enjoy a comprehensive benefits package that includes competitive compensation, career development opportunities, and a collaborative work environment. We strongly believe in creating an empowered workforce that will help us build a connected city for tomorrow. We are committed to attracting the brightest minds and nurturing the most pioneering candidates who desire to make a great impact on the future of Dubai.