Office & Document Control Manager

1. JOB DETAILS:Job title:OFFICE & DOCUMENT CONTROL MANAGERRole typeFull time, Permanent & On-site ( Dubai – Business Bay office)2. JOB PURPOSE:We are looking for an experienced Office & Document Control Manager to oversee the day-to-day office operations and manage the complete document control process from creation and receipt to filing, distribution, tracking, archiving and retrieval.This is a combined role requiring strong experience in office management, facilities coordination, administration, logistics and professional document control. The successful candidate will ensure the office operates efficiently, maintain a well-organised working environment, coordinate with staff and external service providers, and ensure all company documents are properly controlled, accessible, secure and up to date.The role needs to manage office operations and documentation across multiple entities and jurisdictions.The ideal candidate should be highly organised, detail-oriented, proactive and capable of managing office operations independently while maintaining accurate and reliable document management systems.3. KEY ACCOUNTABILITIES:Description1. Office Management & Facilities CoordinationManage the daily operations of the office and ensure a clean, organised, safe and professional working environment.Administer the office lease, Ejari and sub-lease registrations, coordinating with the landlord, building management and relevant authorities.Supervise and coordinate cleaning staff, housekeeping activities and office maintenance requirements.Coordinate with building management regarding access cards, maintenance requests, facilities issues, utilities and other building-related matters.Manage office parking arrangements, parking allocations and coordination with building management and employees.Oversee visitor registration, visitor logs, reception coordination and office access procedures.Manage office supplies, stationery, pantry requirements, equipment and other administrative necessities.Coordinate office setup, seating arrangements, workstations, furniture, equipment installation and office relocations when required.Arrange and coordinate deliveries, courier services, incoming and outgoing shipments and other office logistics.Liaise with vendors, contractors and service providers to ensure timely delivery of services and resolve operational issues.Maintain office assets, equipment inventories, maintenance records and service schedules.Coordinate employee onboarding requirements related to workstations, access cards, parking, office equipment and general office readiness.Monitor office requirements and proactively identify opportunities to improve operational efficiency and control costs.Monitor and report time-tracking and attendance for the team under their supervision.2. Document Control & Records ManagementManage the complete document lifecycle, from document creation and receipt to registration, review, approval, distribution, storage, archiving and retrieval.Establish, maintain and continuously improve document control systems, filing structures, naming conventions and document registers.Maintain accurate electronic and physical filing systems to ensure documents are organised, traceable and readily accessible.Control document versions, revisions, approvals and distribution to ensure that only current and authorised documents are in use.Maintain document registers, trackers, master lists, correspondence logs and records of document status.Ensure the timely circulation of documents to relevant departments, management, employees, clients and external stakeholders.Track pending documents, approvals, submissions, renewals and outstanding actions, and follow up with responsible parties.Maintain proper records of contracts, agreements, invoices, purchase orders, policies, procedures, official correspondence and other company documents.Ensure the confidentiality, security, integrity and appropriate access control of sensitive company information.Manage document retention, archiving, retrieval and disposal in accordance with company policies and applicable requirements.Support internal and external audits by ensuring that requested documents and supporting records are complete, accurate and available on time.Coordinate the collection, verification and filing of documents required for administrative, operational and compliance purposes.Identify gaps in document management processes and implement improvements to accuracy, traceability and retrieval efficiency.3. Administrative Coordination & ReportingProvide administrative support to management and coordinate routine office-related activities.Maintain office-related records, service agreements, vendor documentation, maintenance schedules and administrative trackers.Prepare periodic reports on office expenses, maintenance requirements, supplies, parking allocation and document status as required.Coordinate meetings, appointments, deliveries and other operational arrangements when necessary.Ensure office procedures, administrative policies and document control practices are consistently followed.Act as the central point of contact for office operations, facilities coordination and document management queries.Handle other office administration and document control responsibilities as assigned by management.4. COMMUNICATIONS & WORKING RELATIONSHIPS:Act as the central point of contact for communication and coordination between senior management, cross-functional department heads, group companies, building management and external vendors.Maintain effective communication and follow-up on office operations, facilities, maintenance, parking, logistics, vendor services and administrative requirements.Coordinate requests, approvals, meetings and action items across relevant stakeholders, ensuring timely resolution and proper documentation of decisions and follow-ups.Escalate critical operational issues, service delays, outstanding approvals and unresolved matters to the appropriate management level, providing regular updates until closure.5. QUALIFICATIONS, EXPERIENCE & SKILLS: Qualifications & Skills:Bachelor's degree or diploma in Business Administration, Office Management, Records Management or a related field.Significant experience in office management, facilities coordination and document control.Proven experience managing both end-to-end office operations and the complete document control lifecycle.Strong experience maintaining structured document management systems, registers, trackers and filing procedures.Experience coordinating cleaning staff, vendors, building management, maintenance, parking and office logistics.Experience handling confidential company records, contracts, agreements and official documentation. Strong organisational, coordination, follow-up and problem-solving skills.Knowledge of UAE administrative procedures (Ejari, DEWA, trade licences).Basic accounting knowledge and experience working with external accountants.Proficiency in Google Workspace and MS Excel.Ability to manage multiple responsibilities independently and prioritise tasks effectively.Excellent written and verbal communication skills in English.Italian language is a plus.Key CompetenciesStrong attention to detail and document accuracy.Excellent organisational and time-management skills.High level of accountability, confidentiality and integrity.Proactive approach to office maintenance and operational problem-solving.Strong coordination and follow-up skills.Ability to manage competing priorities without compromising accuracy.Practical, hands-on approach to both office management and document control.