Admin & Document Controller

Role: Admin & Document Controller Location: UAEDepartment: Administration / Projects / OperationsReports To: Project Manager / Administration Manager / Document Control ManagerJob SummaryThe Admin & Document Controller is responsible for providing administrative support and maintaining an efficient document control system. The position ensures that incoming and outgoing documents are properly received, registered, reviewed, distributed, tracked, filed, and archived. The role also supports daily office operations, project coordination, reporting, correspondence, and communication with clients, consultants, contractors, suppliers, and internal departments.Qualifications & SkillsDiploma or Bachelor's degree in Business Administration, Office Administration, Engineering, or a related field.2–5 years of relevant experience in administration/document control;Good knowledge of MS Office, particularly Word, Excel, Outlook, and PowerPoint.Experience with Aconex, SharePoint, Procore, EDMS, or similar document management systems is an advantage.Strong organizational and time-management skills.Excellent attention to detail and accuracy.Good written and spoken English.Strong communication and coordination skills.Ability to manage multiple documents, tasks, and deadlines simultaneously.Knowledge of document numbering, revision control, filing, and archiving procedures. Key CompetenciesDocument managementOffice administrationFiling and archivingData entry and reportingMS Excel and MS OfficeDocument revision controlEmail and correspondence managementCoordination and follow-upTime managementAttention to detailConfidentialityTeamwork and communicationKey ResponsibilitiesDocument ControlReceive, register, classify, distribute, track, and archive incoming and outgoing documents.Maintain accurate document registers, logs, transmittals, and correspondence records.Control document numbering, revisions, versions, and approval status.Ensure only the latest approved documents are available to relevant teams.Manage drawings, specifications, RFIs, material submittals, method statements, reports, contracts, and other project documentation.Upload and retrieve documents through systems such as Aconex, SharePoint, Procore, EDMS, or similar platforms.Follow up on pending submissions, approvals, comments, and overdue documents.Maintain both electronic and hard-copy filing systems.Ensure proper archiving of superseded and completed documents.Prepare document status and tracking reports for management. AdministrationManage daily administrative activities and office records.Prepare letters, emails, reports, presentations, and official correspondence.Schedule meetings and maintain meeting calendars.Prepare and circulate Minutes of Meetings (MOM).Maintain employee, supplier, client, and project records as required.Handle incoming calls, emails, correspondence, and general office inquiries.Coordinate with departments such as HR, Finance, Procurement, Projects, QA/QC, and Operations.Assist with travel arrangements, stationery, office supplies, and general administrative requirements.Maintain confidentiality of company and project information.CoordinationCoordinate with project managers, engineers, consultants, contractors, subcontractors, and suppliers.Follow up with responsible persons for document submissions and approvals.Ensure documents are submitted within required deadlines.Assist project teams with document retrieval and reporting.Support audits by providing properly organized and traceable records.