About the Role: Responsibilities, Skills, and Requirements
Ever wondered what it takes to keep a busy engineering consultancy running like clockwork — where every drawing, submittal, and approval lands exactly where it should? We're looking for an Admin/Document Controller to be the organizational backbone of our Dubai team. This isn't just a filing job; it's the role that keeps projects moving, deadlines met, and clients happy. If you've got a construction or engineering background and a sharp eye for detail, you'll feel right at home here.
About the Company
We're an established engineering consultancy based in Dubai, working across a range of construction and infrastructure projects. Our office sits along Sheikh Zayed Road, which means easy metro access and a steady stream of coffee-fuelled conversations about drawings, RFIs, and deadlines. We're big on getting things right the first time, and we genuinely believe that good documentation is the quiet engine behind every successful project.
The team here is tight-knit and hands-on. No layers of bureaucracy, no endless approval chains — just people who take pride in their work and help each other out when a submission is due. If you like structure, ownership, and being the person everyone relies on to find that one document, you'll fit right in.
What You'll Be Doing
- Manage day-to-day document control for multiple projects — registering, tracking, and distributing drawings, submittals, and technical documents.
- Maintain both digital and physical filing systems so that anyone can locate what they need in seconds, not hours.
- Handle incoming and outgoing correspondence with clients, contractors, and consultants, keeping everyone aligned.
- Prepare and log submittals, transmittals, and RFIs, following up to make sure nothing slips through the cracks.
- Support the admin side of the office — scheduling, record-keeping, and general coordination as needed.
- Coordinate with project teams to ensure documentation follows client and consultant standards.
- Keep version control tight, so the latest revision is always the right one.
What You'll Bring
Must-Haves:
- A degree in Engineering or a related construction/engineering field.
- At least 2–3 years of UAE experience in administration and document control, ideally within a consultancy or contracting environment.
- Solid working knowledge of MS Office — Word, Excel, Outlook, and ideally some exposure to document management systems.
- Familiarity with submittals, transmittals, correspondence, and project documentation workflows.
- Strong organizational skills and the ability to juggle multiple priorities without dropping the ball.
- Clear communication in English, both written and verbal.
Nice-to-Haves:
- Experience with Aconex, EDMS, or similar platforms.
- Prior exposure to engineering consultancy documentation standards.
Not sure you tick every box? We'd still love to hear from you — skills can be taught, but attitude and attention to detail are what really matter.
Why You'll Love Working Here
- Prime location — our office is right on Sheikh Zayed Road, easy to reach by metro or car.
- Real ownership — you'll be trusted to manage your workload and make decisions, not micromanaged.
- Growth potential — we support professional development and recognize people who step up.
- Collaborative culture — a small, supportive team where your contribution is actually visible.
- Competitive package — we offer a salary that reflects your experience, along with the usual UAE benefits.
We know document control can sometimes feel like the unsung part of a project — but here, it's valued, respected, and essential. If you're organized, detail-driven, and ready to be the person who keeps everything running smoothly, we'd genuinely like to meet you.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Walk me through how you typically register and track a drawing from the moment it arrives to the moment it's distributed. What does your log actually look like?
- You've got three projects running at once and a submittal deadline hits the same day a client requests an urgent revision status. How do you decide what gets your attention first?
- What's your process for version control when a drawing moves from Rev B to Rev C? How do you make sure nobody on site is still working off the old one?
- Describe your experience with Aconex or a similar EDMS. Which platform have you used most, and what did you use it for day to day?
- How do you handle an RFI that's been sitting unanswered for two weeks and the contractor is chasing you for a response?
- Tell me about a time you caught a documentation error that could have caused a real problem on a project. What did you do?
- Give me an example of a moment when you had to juggle several urgent tasks at once. How did you keep everything on track without letting something slip?
- There's been a miscommunication between a contractor and a consultant over a transmittal — both think the other is responsible. How would you step in and sort it out?
- Describe a time you had to chase someone — a client, a consultant, a colleague — for something they owed you. How did you approach it without damaging the relationship?
- What's your approach when a project team isn't following the agreed documentation standards? Have you ever had to push back on that?
- This role supports multiple project teams and the office itself. How do you stay organized when different people need different things from you at the same time?
- What drew you to document control in an engineering consultancy specifically, rather than a larger corporate environment?
- You'll be working with a small, close-knit team where people rely on each other. What does being a good teammate look like to you in