About the Role: Responsibilities, Skills, and Requirements
Ever found yourself quietly proud of your color-coded folders or the way you always know where everything is—right down to the last receipt? If so, you might just be the meticulous Document Controller we’re looking for in the heart of Deira, Dubai. This isn’t just about keeping files in order; it’s about making sure the right information lands in the right hands at the right time, all while upholding the highest standards of confidentiality. If you thrive on organization and enjoy being the calm in the paperwork storm, this could be just the role for you.
About the Company
Our team is a close-knit group working at the crossroads of tradition and innovation in Deira’s bustling business scene. We pride ourselves on our open-door policy—questions are encouraged, and collaboration is more than just a buzzword. Whether it’s sharing a laugh over chai in the break room or helping each other meet tight deadlines, you’ll find that everyone pitches in here. We’re growing steadily, but haven’t lost that personal touch that makes coming to work feel a little less like, well, work.
What You’ll Be Doing
- Maintaining and updating physical and electronic document filing systems, ensuring easy retrieval and maximum security.
- Registering, tracking, and distributing incoming and outgoing documents to relevant teams—think of yourself as the nerve center of our information flow.
- Conducting regular audits to ensure all records meet internal standards and compliance requirements.
- Handling confidential information with discretion and professionalism (your poker face will come in handy).
- Liaising with project managers, team leads, and external partners to ensure everyone has the documents they need—when they need them.
- Assisting in the preparation of reports and documentation for internal and external audits.
- Identifying opportunities to improve document control processes (we value fresh eyes and new ideas).
What You’ll Bring
Must-Haves:
- Proven experience in document management or a similar administrative role.
- Impeccable organizational skills and attention to detail—misplaced files keep you up at night.
- Ability to handle sensitive information with absolute confidentiality.
- Proficiency in MS Office (Word, Excel, Outlook) and general comfort with digital filing systems.
- Good communication skills in English, both spoken and written.
Nice-to-Haves:
- Previous experience working in Dubai or the UAE.
- Familiarity with document management software.
- Basic knowledge of UAE Labor Law or compliance standards.
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Competitive monthly salary of AED3400 (all-inclusive)
- Visa sponsorship provided
- Coverage and benefits as per UAE Labor Law
- Supportive team culture where your organizational skills are truly valued
- Opportunities to suggest and implement process improvements
- Convenient Deira location—close to public transport, shops, and great lunch spots
- Regular team catch-ups and a friendly, approachable management style
Here, your knack for keeping things in order won’t just be appreciated—it’ll be essential to our collective success. If you’re ready to bring clarity to the chaos and make a real impact, we can’t wait 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.
- Can you walk us through your experience with setting up or maintaining both physical and electronic filing systems? What tools or methods did you find most effective?
- Tell us about a time you had to manage a high volume of documents for multiple teams at once. How did you ensure nothing slipped through the cracks?
- How do you approach handling and storing sensitive or confidential documents? What steps do you take to maintain security and discretion?
- What’s your level of proficiency with MS Office applications, especially Excel and Outlook, for document control purposes? Can you give examples of how you've used these tools in your previous roles?
- Have you ever conducted an internal audit of records or documentation? What was your process, and did you uncover any discrepancies?
- Describe your experience with document management software. Which platforms have you used, and how did they help streamline your work?
- Think about a situation where a colleague or team urgently needed a document that wasn’t immediately accessible. How did you handle it?
- Tell us about a time when you identified an opportunity to improve a process or system related to document control. What change did you suggest, and what was the outcome?
- How do you prioritize your tasks when faced with tight deadlines and multiple requests from different departments?
- Give an example of how you’ve worked with external partners or project managers to coordinate the distribution of important documents.
- Our team values open communication and collaboration. Can you share an example of how you contributed to a positive team environment in a previous role?
- How do you keep yourself motivated and organized during particularly busy or stressful periods at work?
- What appeals to you most about working in a close-knit, supportive team environment like ours?
- Why do you believe attention to detail is so crucial in document control, and how do you ensure that standard is always met in your day-to-day work?