Executive – Infrastructure - Dubai Holding Real Estate

About Dubai Holding Real Estate:

Dubai Holding’s real estate business has developed strategic destinations and communities that offer unique and attractive lifestyle opportunities to meet the evolving needs of Dubai’s residents and visitors alike. As a master developer, we invest in sustainable infrastructure, accessibility, community amenities and family-focused facilities including community centers, mosques, schools, supermarkets and landscaping.

Our integrated real estate offering also includes a robust land sales portfolio, project management for large-scale projects, as well as top-notch facilities management services.

An opportunity has arisen for an Executive – Infrastructure to join Dubai Holding Real Estate .

Job Purpose :

The Job holder will be responsible for activities related to document control and records management, ensuring proper archiving, revision control, and traceability of all project documentation, including technical and CAD-based drawings, in line with company standards and procedures. The Job holder will also provide administrative and operational support to the team, proactively track and follow up on document submissions, reviews, and approvals, and maintain professional standards, confidentiality, and integrity at all times with regard to departmental activities and project documentation.

Key Accountabilities :

• Provide day-to-day support for Company's document control and records management system to ensure that records are captured and managed according to relevant Company standards and best business practices.
• Provide correspondence control, maintain correspondence records, and implement procedures to issue and maintain blocks of document serial numbers as required. Enter and extract data from database for incoming and outgoing documents and media.
• Support with implementing the processes, systems and procedures for the document control function of the concerned department. Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
• Maintain a central repository or document management system to organize and track documents effectively.
• Conduct needs assessments to identify document management requirements of departments or end users. Consult with end users regarding problems in document management.
• Receive and register provided documents for assignment, including in-house generated document.
• Monitor regulatory activity to maintain compliance with records and document management laws. Control issuance of document numbers, including maintenance of proper document registers for assignments.
• Responsible for recognizing and reporting all internal and external documentation issues pertaining to the on-time Submission of the Documents
• Coordinate all document control activities, including reviews, approvals, formatting, distribution, and revision control, ensuring compliance with prescribed standards, accurate tracking of approvals, and effective management of departmental records with removal of superseded documents from circulation. Establish and maintain document access controls to safeguard sensitive information and ensure that only authorized personnel can access specific documents.
• Assemble and analyze information, prepare reports organize and maintain electronic files.
• Stay updated on industry-specific regulations, standards, and best practices related to document management.
• Undertaking executive coordination of LM ’s agenda, meetings, work activities, and relative arrangements without interface.
• Provide clerical duties to help office run smoothly and efficiently including answering emails, and draft reports/correspondences/ presentations/ data entry as directed by LM
• Prepare & dispatch letters through which the relevant information must be passed on to the Consultants, Contractors, authorities and inter-office correspondences.
• Work towards optimizing office tasks to increase accuracy and productivity wherever possible.
• Support the LM in ensuring full compliance with the company established operational and administrative policies, Processes and procedures.
• Coordinate with the Contracts and Finance departments to follow up on payment certifications, variations, vendor payments, guarantee bonds, and accruals related to the value of work completed.
• Prepare Job Requests, Purchase Requests and obtain all relevant approvals in coordination with procurement and contracts team.
• Interpret CAD drawings and technical infrastructure documentation to ensure accurate classification by discipline, revision, status, and approval stage, without undertaking design preparation or modifications.
• Upkeep a structured and project-stage–based document archiving system that ensures proper revision control, withdrawal of superseded documents, full traceability, and readiness for audits, claims, and project handover.
• Proactively track, follow up, and close document workflows related to submissions, reviews, approvals, and resubmissions, while identifying missing or delayed documentation and escalating risks in a timely manner.
• Ensure strong document governance by accurately issuing, receiving, recording, distributing, and reporting document status in line with project, contractual, and authority requirements, acting as a single reliable source of truth for project records.
• Perform the document control role beyond basic receipt, scanning, and filing of correspondence by applying professional judgment, structure, and discipline to ensure documentation supports effective project delivery and close-out.

Qualifications, Experiences, Skills:

• Bachelor’s degree in business administration or relevant field.
• Min. 2-4+ years’ experience in document control and using an electronic document control system.
• Additional certification in document management or records management -preferred.
• Well-versed with various digital file formats and relevant software applications such as Electronic document control system and/or SharePoint
• Ability to read and interpret CAD drawings and technical documentation for classification, tracking, and control purposes, without involvement in design preparation or modification.
• Proficiency in Ms. office suite (Word, Excel, PowerPoint), and other Tools and machines such as fax machine, photocopiers, binders etc.
• Excellent communication and collaborative skills with the ability to interact with cross-functional teams, stakeholders, and document owners
• Highly organized and process-oriented
• Time Management skills
• Adaptable to changing technologies.
• Ability to identify and resolve document-related issues
• Attention to detail to ensure accuracy, consistency, and compliance.

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.