Executive Document Control and Administration

Develop and maintain a robust document control system to manage incoming and outgoing documentation, including drawings, contracts, correspondence, and reports.Ensure all documentation is accurately logged, version-controlled, and distributed to relevant stakeholders in a timely manner.Coordinate with project teams, consultants, and others to ensure consistent adherence to document control protocols and naming conventionsReview and validate documentation for completeness, accuracy, and compliance with company and regulatory standards.Maintain and update document registers, transmittal logs, and metadata for accurate project records.Support the preparation of documentation packages for approvals, permits, and handovers.Engage regularly with project managers and design teams to track document status, outstanding submissions, and upcoming deliverables.Implement and monitor workflows to ensure document approvals are processed efficiently and within agreed timelines.Manage controlled distribution of drawings, reports, and other documentation to internal teams and external stakeholders.Ensure that all electronic and hard copy records are securely stored and retrievable in accordance with company archiving procedures.Provide training and guidance to project team members and external consultants on document control systems and processes.Continuously review document management procedures and recommend improvements to increase efficiency and minimize risks.Act as the primary custodian of confidential project documentation, ensuring secure handling and restricted access where required.Support audits and compliance checks by providing accurate, timely access to records and reports.Collaborate with IT and programme management teams to maintain, upgrade, and optimize the Document Management System (DMS).Assist with drafting, formatting, and issuing formal letters, memos, and correspondence to consultants ,authorities and others.Maintain and update registers for contracts, procurement documentation, and correspondence to ensure accuracy and traceability.Support the preparation of tender documentationFollow up with consultants and internal teams to ensure timely submission of required documents, approvals, and responses.Assist project managers in preparing transmittals, cover letters, and supporting documentation.Coordinate with finance, contracts, and procurement teams to ensure alignment of documentation with payment certificates, contract registers, and procurement schedules. Minimum Qualifications and Knowledge:Degree Qualified – business administration, information management, or related degree preferred.Minimum Experience (number of years):3 to 6 years of experience in document control within construction, real estate development, or consultancy environments.Practical experience in major real estate projects in the MENA/GCC region is a plus.Job Specific Skills:Proficiency in document management software (e.g., Aconex, SharePoint, Asite, Primavera Unifier, or similar platforms).Strong organizational skills with attention to detail and accuracyAbility to prepare professional document registers and reports for management.Excellent communication and coordination skills to engage with multidisciplinary teams and external stakeholders.Proficiency in Microsoft Office (Excel, Word, PowerPoint) for reporting and documentation support.Ability to work under pressure and manage multiple workflows within tight deadlines.