Office Admin And Document Controller

Job description / Role

We are looking for a reliable and detail-oriented Office Support & Document Control professional to join our design studio. This role combines essential office support with structured document management. You will be responsible for keeping the studio organized, maintaining records, coordinating internal operations, and ensuring a high standard of daily office functionality. 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.

Key Responsibilities:
• 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.

• 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.

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

About the Company

A leading company in UAE.