Admin cum document controller - Dubai

Job Description

Company Overview

Operating from Dubai, our Middle East office is dedicated to delivering premium development projects that fuse Japanese precision with regional insight and excellence.

Kindly refrain from applying if you do not have the relevant experience.

Role Summary

The role will provide key back office support within the real estate team

• Draft and format professional letters and documentation as required.
• File, organize, and maintain digital and physical copies of all documents.
• Manage incoming and outgoing documents, ensuring proper logs and tracking.
• Coordinate internal team communications and follow-up on work approvals.
• Assist with scheduling and booking client and internal meetings.
• Maintain a well-organized system for tracking document versions and approvals.
• Ensure all necessary approvals are filed with proper documentation and kept updated.
• Help organize and maintain all real estate records, including lease agreements, property documents, and insurance files.
• Follow up on insurance renewals and apartment viewings.
• Coordinate apartment cleaning schedules and communicate with relevant service providers.
• Assist in collecting quotations from vendors and maintaining a vendor database.
• Support all admin tasks including document filing, recordkeeping, and guest assistance.
• Provide administrative assistance in property management and construction documentation.
• Help manage meeting coordination and assist with team support activities.
• Schedule team and client meetings; send invites and reminders
• Assist the team with any urgent or ad hoc admin needs
• Ensure document versions are up to date and easily accessible
• Keep physical and digital records well-labeled and secured

Additional Duties:

• Maintain confidentiality and handle sensitive information with professionalism.
• Provide assistance to other team members as required by management.
• Maintain a clear tracking system for all tasks and renewals with follow-up reminders.
• Adapt to evolving needs of the team and provide support for special projects as assigned.

• Bachelor's degree in Business Management or a related field (or equivalent professional experience)
• Over 4 years of experience in document control.

• A leadership opportunity at a growing real estate firm in Dubai
• Work on high-profile, impactful projects with international exposure
• Clear career growth path supported by performance-based evaluations
• Competitive salary and a comprehensive benefits package