[ref. w7438016] Dubai - Office Admin & Document Controller

Job description / Role

Employment: Full Time

You’ll also play a key role in communication, scheduling, and supplier follow-up to help the team deliver their best work across development projects, resort projects, and high-end design commissions.

• Provide daily administrative and operational support to the studio team to ensure smooth workflow.
• Maintain the office to a high professional standard, ensuring cleanliness, order, and a welcoming environment for team members and guests.
• Manage and fulfill daily office needs, including supplies, basic maintenance, and general support.
• Reschedule and coordinate internal and external meetings, including calendar updates, agenda preparation, and meeting room setup.
• Arrange and track couriers and deliveries, ensuring timely dispatch and receipt of materials, samples, and documents.
• Manage and maintain the studio’s document control system, ensuring all project files, drawings, contracts, and correspondence are properly filed, updated, and accessible.
• Prepare, format, and assist in submitting project-related documentation, including presentations, tender packages, and formal reports.
• Liaise with suppliers and service providers, request quotations, follow up on delivery timelines, and manage general procurement tasks.
• Support the design and technical teams by coordinating documents and ensuring alignment between departments.
• Monitor and maintain inventory of materials, stationery, and studio tools; coordinate restocking as required.
• Implement and maintain version control procedures to track document updates and ensure clear records.
• Organize and document meetings, including preparing minutes and tracking action items.
• Assist in employee onboarding, HR coordination, and managing internal documents and records.
• Monitor all incoming and outgoing correspondence, ensuring timely responses and accurate filing.
• Support the leadership team with calendar management, administrative follow-ups, and team coordination.

Requirements:

• Minimum 3–5 years of experience in office support or document control, preferably within an architecture, interior design, or engineering environment.
• Exposure to development projects, resort projects, and high-end residential or hospitality projects is preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat.
• Familiarity with AutoCAD, Revit, or Aconex is a plus.
• Excellent organizational and time management skills with the ability to handle multiple priorities.
• Experience in document tracking, record-keeping, and general operations support.
• Strong written and verbal communication skills.
• Friendly, positive, and professional attitude; a reliable team player.
• Fluency in English is required, both written and speaking.

• Three professional references (name, company, email, and phone)
• Copy of your University degree or relevant certification in Business Administration, Office Management, or a related field

Salary: AED 6,500 to 8,000 per month inclusive of fixed allowances.

About the Company

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