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document control manager

Maklad Design

WE&rsquo;RE HIRING | DOCUMENT CONTROLLER &amp; ADMINMaklad Design LLC is looking for a highly organized, proactive, and detail-oriented Document Controller &amp; 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 ResponsibilitiesDocument Control<ul><li>Maintain and organize all company and project documentation.</li><li>Manage digital and physical filing systems and project folders.</li><li>Maintain document registers, revisions, submissions, approvals, and records.</li><li>File and track contracts, drawings, RFIs, reports, approvals, warranties, handover documents, and project correspondence.</li><li>Ensure documents are properly named, updated, archived, and accessible to authorized personnel.</li><li>Maintain confidentiality of company, employee, financial, and project documentation.</li></ul>Tender &amp; Prequalification Support<ul><li>Review tender requirements and prepare document checklists.</li><li>Coordinate with QS, Project Management, Design, Finance, Procurement, and Management to collect required documentation.</li><li>Compile and organize tender and prequalification documents for submission.</li><li>Maintain company profiles, licenses, certificates, project references, completion certificates, staff CVs, and other supporting documentation.</li><li>Follow up with relevant departments to ensure required documents are received before submission deadlines.</li><li>Assist with portal uploads and final tender document preparation.</li><li>Pricing, BOQs, quantity take-offs, costing, and commercial preparation remain the responsibility of the QS and relevant departments.</li></ul>Administration<ul><li>Handle general office administration and daily administrative requirements.</li><li>Maintain office inventory, stationery, and supplies.</li><li>Schedule meetings and appointments.</li><li>Prepare and circulate Minutes of Meetings (MOMs).</li><li>Prepare company letters, forms, correspondence, and administrative documents.</li><li>Coordinate documents requiring Management signatures and approvals.</li><li>Maintain administrative trackers, calendars, and renewal schedules.</li><li>Follow up on assigned tasks and outstanding documentation.</li><li>Provide general administrative support to Management and departments.</li></ul>HR Administrative Support<ul><li>Assist the HR Manager with HR documentation and administrative requirements.</li><li>Prepare approved offer letters, employment contracts, welcome letters, and related documents.</li><li>Schedule interviews and coordinate candidate appointments.</li><li>Assist with onboarding documentation and new employee induction.</li><li>Maintain employee files, attendance records, leave records, and HR trackers.</li><li>Track probation periods, contract renewals, and employee document expiries.</li><li>Prepare HR correspondence as instructed by the HR Manager.</li></ul>Requirements<ul><li>2&ndash;4 years UAE experience in Document Control and/or Administration.</li><li>Experience in Interior Fit-Out, Construction, Contracting, Engineering, or Architecture is preferred.</li><li>Experience with project documentation, tenders, and prequalification submissions is an advantage.</li><li>Strong Microsoft Office skills.</li><li>Good written and verbal English communication.</li><li>Strong filing, organization, and follow-up skills.</li><li>Ability to prepare professional emails, letters, reports, and MOMs.</li><li>Detail-oriented and able to handle multiple deadlines.</li><li>Able to handle confidential information responsibly.</li><li>Knowledge of HR administration and UAE employment documentation is an advantage.</li></ul>Position: Document Controller &amp; AdminLocation: Dubai, UAEEmployment Type: Full-TimeCompany: Maklad Design LLCInterested candidates may send their CV to careers@makladdesign.com with the subject:Application &ndash; Document Controller &amp; AdminPay: AED4,000.00 - AED4,500.00 per monthApplication Question(s):<ul><li>Apply only if you have experience here in UAE in documentation.</li><li>Nationality?</li><li>Current Salary?</li><li>Expected Salary?</li><li>Visa Status? (employment visa, visit visa, spouse visa, freelance visa, etc) mention it.</li><li>Can you join immediately, if yes, how many days?</li><li>How many years of experience do you have here in UAE as a document controller/admin?</li></ul>Work Location: In person

Document Controller/Admin

Agha Cleaning Services

Admin &amp; Office ManagerDubai, UAEAGHA Windows Cleaning Services LLC*About AGHA Services*AGHA Windows Cleaning Services LLC is a leading facilities services company in the UAE, specializing in professional cleaning, pest control, and maintenance solutions. We are committed to operational excellence, customer satisfaction, and maintaining the highest standards of professionalism across all our services.We are currently seeking an experienced, highly organized, and detail-oriented Admin &amp; Office Manager to oversee our administrative operations and ensure the smooth functioning of office, HR administration, payroll coordination, transactional record keeping, and daily operational support.*Position Summary*The Admin &amp; Office Manager serves as the central administrative hub of the company, responsible for managing office operations, recording and maintaining business transactions, supporting payroll and HR administration, coordinating reporting requirements, maintaining company records, and ensuring efficient communication between departments and external stakeholders.The successful candidate will play a critical role in supporting management through accurate record keeping, timely reporting, operational coordination, and administrative leadership.Reporting To: Managing Director*Key Responsibilities**1. Administration &amp; Data Management*<ul><li>Maintain accurate administrative records and company documentation.</li><li>Manage company filing systems, databases, and operational records.</li><li>Ensure all company transactions are properly recorded and archived.</li><li>Maintain document version control and administrative procedures.</li><li>Organize and manage office correspondence and communication.</li></ul>*2. Transaction Recording &amp; Invoicing*<ul><li>Record invoices, bills, expenses, receipts, and payments in Zoho Books.</li><li>Ensure all transactions are entered accurately and promptly.</li><li>Issue customer invoices immediately upon job completion confirmation.</li><li>Maintain accurate financial and operational records.</li><li>Support management with data extraction and reporting.</li></ul>*3. Quotation Administration*<ul><li>Prepare and issue client quotations following pricing approvals.</li><li>Ensure quotations are dispatched within approved timelines.</li><li>Maintain quotation records and tracking logs.</li><li>Follow company procedures for quotation control and documentation.</li></ul>*4. Payroll Administration*<ul><li>Manage monthly payroll preparation processes.</li><li>Extract attendance data from BioTime attendance systems.</li><li>Prepare payroll records, salary schedules, and supporting documentation.</li><li>Coordinate payroll submissions within company deadlines.</li><li>Ensure payroll documentation is complete and accurate.</li></ul>*5. HR Administration*<ul><li>Maintain employee files and personnel records.</li><li>Monitor attendance, leave records, warnings, deductions, and disciplinary documentation.</li><li>Prepare daily attendance reports and monthly HR reports.</li><li>Maintain strict confidentiality of employee information.</li><li>Ensure all HR records comply with company requirements.</li></ul>*6. Document &amp; Compliance Management**Monitor expiry dates for:*<ul><li>Employee visas</li><li>Labor permits</li><li>Trade licenses</li><li>Company insurances</li><li>Regulatory documents</li></ul>Issue renewal alerts well in advance.Ensure no company or employee documentation expires.*7. Office Operations Management*<ul><li>Oversee day-to-day office administration.</li><li>Manage office supplies, vendors, and administrative requirements.</li><li>Coordinate driver schedules and office logistics.</li><li>Maintain inventory records and office assets.</li><li>Support operational teams with scheduling and administrative coordination.</li></ul>*8. Receivables Tracking*<ul><li>Maintain accounts receivable records.</li><li>Update aging reports and collections status.</li><li>Record customer payments and outstanding balances.</li><li>Escalate issues when required.</li></ul>9. Reporting &amp; Management Support*Prepare and submit regular reports, including:*<ul><li>Daily Flash Reports</li><li>Daily Attendance Reports</li><li>Monthly HR Reports</li><li>Payroll Documentation</li><li>Petty Cash Reconciliations</li><li>Cash Position Reports</li><li>Receivables Status Reports</li><li>Document Expiry Alerts</li></ul>*Required Qualifications*<ul><li>Bachelor's Degree in Business Administration, Management, or related field.</li><li>Minimum 4-6 years of experience in Administration, Office Management, or a similar role.</li><li>Previous supervisory experience is highly preferred.</li><li>Strong knowledge of office administration processes and reporting systems.</li></ul>*Technical Skills*<ul><li>Advanced Microsoft Office / Microsoft 365 skills (particularly Excel).</li><li>Experience using Zoho Books.</li><li>Familiarity with attendance management systems such as ZKTeco BioTime.</li><li>Strong data entry and records management skills.</li><li>Excellent report preparation and documentation abilities.</li></ul>*Key Competencies*✅ Exceptional organizational skills✅ High attention to detail and accuracy✅ Strong record-keeping discipline✅ Ability to meet strict deadlines✅ Professional communication skills✅ Confidentiality and integrity✅ Problem-solving mindset✅ Ability to manage multiple priorities✅ Strong leadership and team coordination abilities✅ Proactive and results-oriented approach*What We Offer*<ul><li>Competitive salary package</li><li>Professional and supportive work environment</li><li>Career development opportunities</li><li>Exposure to a growing and dynamic organization</li><li>Opportunity to work closely with senior management</li></ul>*How to Apply*Interested candidates who meet the above requirements are invited to send their updated CV to: info@agha-services.aeSubject Line: Application for Admin &amp; Office Manager PositionOnly shortlisted candidates will be contacted.Pay: AED7,000.00 - AED9,000.00 per monthWork Location: In person

Admin / Office Manager

BLUE DIAMOND GENERAL L.L.C

Horn Ridge Engineering &amp; Consultancy is seeking an experienced HR &amp; Administrator Executive to oversee Human Resources administration, executive support, document control, and project coordination across the HR, Projects, and Operations Departments. The successful candidate will play a key role in managing the employee lifecycle, supporting recruitment and payroll administration, maintaining technical and corporate documentation, and ensuring efficient administrative operations within a construction and engineering environment.Key ResponsibilitiesHuman Resources<ul><li>Manage recruitment, onboarding, probation, employee records, contracts, and offboarding.</li><li>Coordinate attendance, leave, payroll inputs, performance appraisals, and HR reporting.</li><li>Prepare HR letters, employment contracts, warning letters, certificates, and other HR documentation.</li><li>Ensure compliance with company policies and applicable labour regulations.</li><li>Support employee relations, disciplinary processes, training coordination, and HR initiatives.</li></ul>Technical &amp; Administrative Support<ul><li>Manage document control for project drawings, technical submissions, contracts, reports, correspondence, and company records.</li><li>Maintain document registers, version control, filing systems, and archives.</li><li>Provide executive administrative and secretarial support to Management, Projects, and Operations.</li><li>Prepare reports, presentations, official correspondence, and meeting minutes.</li><li>Coordinate meetings, travel arrangements, project documentation, and communication with clients, consultants, contractors, and internal departments.</li><li>Monitor contract renewals, project documentation, and administrative deadlines.</li><li>Maintain confidentiality of HR, commercial, and project information.</li></ul>Qualifications &amp; Experience<ul><li>Bachelor's Degree in Human Resources, Business Administration, Office Management, Engineering, Construction Management, or a related field.</li><li>Minimum 7 years of experience in HR, administration, executive support, or document control within an engineering consultancy, construction, or project-based environment.</li><li>Strong knowledge of HR administration, document control, and construction documentation.</li><li>Excellent English communication and report-writing skills.</li><li>Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)</li></ul>Application Question(s):<ul><li>Are you currently in UAE?</li><li>Can you join immediately?</li></ul>Work Location: In person

HR And Admin Executive

Ralshypermarket

The Admin Assistant &ndash; Electromechanical will provide administrative and clerical support to the Electromechanical division, ensuring smooth day-to-day operations. The role involves handling documentation, coordinating with internal teams, managing records, and supporting project and maintenance activities.Key Responsibilities:<ul><li>Provide administrative support to the Electromechanical department, including filing, documentation, and correspondence.</li><li>Prepare, review, and maintain reports, project records, and technical documents.</li><li>Assist in scheduling meetings, preparing minutes, and following up on action points.</li><li>Maintain and update databases, contracts, and vendor/contractor records.</li><li>Support procurement activities by preparing requests, quotations, and follow-ups.</li><li>Coordinate with engineers, technicians, and external vendors for project-related activities.</li><li>Handle office communication, including emails, phone calls, and inquiries.</li><li>Assist with timesheets, attendance, and manpower allocation records.</li><li>Ensure compliance with company policies and maintain confidentiality of sensitive information.</li><li>Perform other administrative duties as assigned by the line manager.</li></ul>Requirements:<ul><li>Proven experience as an Administrative Assistant, preferably in Electromechanical/Construction/Facilities field.</li><li>Strong organizational and multitasking skills.</li><li>Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).</li><li>Good knowledge of document control practices.</li><li>Excellent written and verbal communication skills.</li><li>Ability to work independently and within a team.</li><li>Diploma / Bachelor&rsquo;s degree in Business Administration or related field.</li><li>Minimum 2 years of relevant experience.</li></ul>Pay: AED1,747.37 - AED5,747.62 per monthWork Location: In person

Admin Assistant – Electromechanical

Smart Volt Technical Works LLC

Office Admin EngineerCompany: Smart Volt Electrical Contracting LLC Location: Dubai, UAE Job Type: Full-timeAbout the RoleSmart Volt Electrical Contracting LLC is seeking a proactive and organized Office Admin Engineer to join our growing team. This role is ideal for candidates with engineering knowledge and strong administrative skills who can support project teams by managing documentation, coordinating with stakeholders, and ensuring efficient office and project administration.Key Responsibilities<ul><li>Prepare and maintain project documentation, reports, and records.</li><li>Coordinate with clients, consultants, subcontractors, and suppliers.</li><li>Track project approvals, permits, and document submissions.</li><li>Assist with procurement activities, material requests, and purchase orders.</li><li>Maintain project drawings, correspondence, and document control systems.</li><li>Support project teams with scheduling and day-to-day administrative tasks.</li><li>Prepare invoices, progress reports, and project status updates.</li><li>Ensure compliance with company procedures and document control standards.</li></ul>Requirements<ul><li>Diploma or bachelor&rsquo;s degree in electrical, Civil, Mechanical Engineering, or a related field.</li><li>1&ndash;3 years of experience in engineering administration or project coordination.</li><li>Proficiency in Microsoft Office (Excel, Word, and Outlook).</li><li>Knowledge of AutoCAD and document control practices is an advantage.</li><li>Strong communication, organizational, and time management skills.</li><li>Experience in the UAE construction, MEP, or solar EPC industry is preferred.</li></ul>&middot; Preference will be given to candidates who are currently on a UAE Dependent Visa.What We Offer<ul><li>Opportunity to work on exciting electrical, MEP, and construction projects.</li><li>Professional and collaborative work environment.</li><li>Career growth and learning opportunities.</li><li>Competitive salary based on qualifications and experience.</li><li>Salary range from 2000.00 to 3500.00AED</li></ul>If you are detail-oriented, organized, and eager to build your career with a dynamic electrical contracting company, we encourage you to apply.Smart Volt Electrical Contracting LLC is an equal opportunity employer. Only shortlisted candidates will be contacted.Pay: AED2,000.00 - AED3,500.00 per monthWork Location: In person

Office Admin Engineer

Sharafi Group Investments

The Fit-Out Manager is responsible for the overall planning, execution, coordination, and successful delivery of interior fit-out projects from initiation to final handover. The role oversees multiple projects simultaneously, ensuring they are completed on time, within budget, and in accordance with approved quality, safety, and contractual requirements.The Fit-Out Manager provides technical leadership to project teams, manages client and consultant relationships, oversees subcontractors and vendors, and ensures effective project planning, resource allocation, commercial control, and risk management.Key Responsibilities1. Project Management &amp; Execution<ul><li>Lead and manage multiple interior fit-out projects from mobilization through completion and handover.</li><li>Develop project execution strategies to achieve project objectives.</li><li>Ensure projects are delivered on schedule, within budget, and in accordance with contractual obligations.</li><li>Monitor project milestones and implement corrective actions to mitigate delays.</li><li>Coordinate with internal departments to ensure seamless project execution.</li></ul>2. Project Planning &amp; Resource Management<ul><li>Prepare and monitor project schedules using Primavera, MS Project, or equivalent software.</li><li>Allocate manpower, equipment, materials, and subcontractors efficiently.</li><li>Forecast project resource requirements and ensure timely procurement.</li><li>Monitor productivity and optimize resource utilization across projects.</li></ul>3. Technical Management<ul><li>Review architectural, structural, MEP, and interior fit-out drawings.</li><li>Ensure compliance with project specifications, authority requirements, and industry standards.</li><li>Oversee shop drawing approvals, material submittals, method statements, and technical documentation.</li><li>Resolve complex technical and construction-related issues.</li></ul>4. Commercial &amp; Cost Control<ul><li>Prepare and monitor project budgets and cash flow.</li><li>Review project costs and identify opportunities for cost optimization.</li><li>Monitor variations, change orders, and claims.</li><li>Verify subcontractor invoices, progress payments, and final accounts.</li><li>Ensure commercial compliance with contracts and procurement procedures.</li></ul>5. Client, Consultant &amp; Stakeholder Management<ul><li>Act as the primary point of contact for clients, consultants, and project stakeholders.</li><li>Attend progress meetings and present project updates.</li><li>Build strong client relationships and ensure high levels of customer satisfaction.</li><li>Resolve client concerns professionally and efficiently.</li><li>Lead project handover and close-out activities.</li></ul>6. Quality Management<ul><li>Ensure all works comply with project specifications, company quality standards, and applicable regulations.</li><li>Conduct regular site inspections and quality audits.</li><li>Ensure timely resolution of quality issues and non-conformances.</li><li>Oversee snagging, de-snagging, testing, commissioning, and final inspections.</li></ul>7. Health, Safety &amp; Environmental (HSE) Management<ul><li>Ensure full compliance with company HSE policies and local regulatory requirements.</li><li>Promote a strong safety culture across all project sites.</li><li>Conduct regular safety reviews and audits.</li><li>Investigate incidents and implement preventive actions.</li><li>Ensure subcontractor compliance with HSE standards.</li></ul>8. Team Leadership &amp; People Management<ul><li>Lead, mentor, and supervise Project Engineers, Site Engineers, Site Supervisors, and subcontractors.</li><li>Conduct regular performance reviews and provide technical guidance.</li><li>Develop team capabilities through coaching and training.</li><li>Foster collaboration and accountability across project teams.</li></ul>9. Procurement &amp; Vendor Management<ul><li>Coordinate with procurement teams to ensure timely material sourcing.</li><li>Evaluate subcontractor performance and vendor capabilities.</li><li>Ensure procurement aligns with project budgets and schedules.</li><li>Monitor supplier performance and delivery timelines.</li></ul>10. Risk Management<ul><li>Identify project risks and develop mitigation plans.</li><li>Monitor contractual, commercial, technical, and operational risks.</li><li>Ensure proactive issue resolution to minimize project disruptions.</li></ul>11. Documentation &amp; Reporting<ul><li>Prepare weekly and monthly project progress reports.</li><li>Maintain project documentation and records.</li><li>Monitor project KPIs and report performance to senior management.</li><li>Ensure accurate documentation for project close-out and final handover.</li></ul>Qualifications<ul><li>Bachelor's Degree in Civil Engineering, Construction Management, Architecture, or a related discipline.</li><li>PMP certification is an added advantage.</li><li>Membership in relevant professional engineering bodies is preferred.</li></ul>Experience<ul><li>Minimum 8&ndash;12 years of experience in interior fit-out and construction projects.</li><li>Minimum 3&ndash;5 years in a managerial or project management role.</li><li>Proven experience managing commercial, residential, hospitality, retail, corporate office, and mixed-use fit-out projects.</li><li>UAE/GCC contracting experience is highly preferred.</li></ul>Technical Skills<ul><li>Strong knowledge of interior fit-out construction methodologies.</li><li>Expertise in architectural finishes and interior systems.</li><li>Strong understanding of MEP coordination.</li><li>Proficiency in AutoCAD.</li><li>Working knowledge of Primavera P6 and MS Project.</li><li>Proficient in Microsoft Office Suite.</li><li>Familiarity with project management software and document control systems.</li><li>Strong knowledge of contracts, BOQs, quantity surveying, and project costing.</li><li>Knowledge of UAE construction regulations and authority approval processes.</li></ul>Core Competencies<ul><li>Project Planning &amp; Execution</li><li>Leadership &amp; Team Management</li><li>Contract Administration</li><li>Commercial &amp; Cost Management</li><li>Client Relationship Management</li><li>Risk Management</li><li>Quality Assurance &amp; Quality Control</li><li>HSE Compliance</li><li>Negotiation &amp; Conflict Resolution</li><li>Decision-Making &amp; Problem Solving</li><li>Time Management</li><li>Stakeholder Management</li><li>Communication &amp; Presentation Skills</li><li>Budget Control</li><li>Resource Planning</li></ul>Key Performance Indicators (KPIs)<ul><li>Project completion within approved schedule.</li><li>Budget adherence and cost optimization.</li><li>Client satisfaction and successful project handover.</li><li>Quality compliance with minimal defects and rework.</li><li>Safety performance with zero major incidents.</li><li>Timely resolution of technical and commercial issues.</li><li>Effective resource utilization.</li><li>Achievement of project profitability targets.</li></ul>Pay: AED8,000.00 - AED10,000.00 per monthWork Location: In person

Fit Out Manager

Analytix Business Consultants

Job Description<ul><li>Prefered Non-Keralites Candidates</li><li>Manage end-to-end recruitment by sourcing candidates through various job portals, screening profiles, coordinating interviews with hiring managers, and supporting the hiring process through onboarding.</li><li>Maintain employee attendance, leave records, and HR documentation.</li><li>Work closely with the backend operations team of Analytix HQ Operations Pvt. Ltd. to facilitate efficient HR, administrative, and operational processes.</li><li>Manage document attestation processes, including MOFA, embassy, and notary requirements.</li><li>Coordinate with government authorities, service providers, and clients on documentation matters.</li><li>Schedule meetings, appointments, and coordinate administrative arrangements.</li><li>Handle front office operations, visitor management, and call coordination.</li><li>Maintain document control, filing systems, and company records.</li><li>Follow up with clients on pending payments and documentation requirements.</li><li>Prepare administrative reports, trackers, and management updates.</li><li>Coordinate courier services and document dispatch/receipt.</li><li>Draft letters, agreements, forms, and official correspondence.</li><li>Assist with audit, compliance, and licensing documentation.</li><li>Maintain company databases and ensure record accuracy.</li><li>Ensure compliance with company policies and confidentiality standards.</li><li>Provide general administrative support and perform tasks assigned by managemen</li></ul>Pay: AED2,500.00 - AED3,000.00 per monthAbility to commute/relocate:<ul><li>Dubai: Reliably commute or planning to relocate before starting work (Required)</li></ul>Application Question(s):<ul><li>Mandatory Requirement: Do you hold a valid UAE Spouse Visa or Own Visa?</li><li>Are you available to join immediately?</li><li>What is your current monthly salary (AED)?</li></ul>Work Location: In person

HR & Admin Executive

Explore 356+ Document control manager in Dubai this August. Find roles across top companies and apply now to boost your career.