RMJM
Document Controller / Administrative Support (Architecture)
- Permanent
- Dubai, United Arab Emirates
- Experience 2 - 5 yrs
Job expiry date: 17/03/2026
Job overview
Date posted
31/01/2026
Location
Dubai, United Arab Emirates
Salary
AED 10,000 - 15,000 per month
Compensation
Salary only
Experience
2 - 5 yrs
Seniority
Experienced
Qualification
Bachelors degree
Expiration date
17/03/2026
Job description
The Document Controller / Admin Support is responsible for systematically organizing, maintaining, and distributing both physical and electronic project documents within an architectural firm. This includes overseeing architectural drawings, contracts, meeting minutes, correspondence, and other project files, ensuring version control, retrieval, archiving, and compliance with company standards. The role provides general administrative support such as scheduling meetings, coordinating logistics, preparing presentations and reports, managing correspondence, assisting in document preparation, and supporting procurement tasks. The position demands strict confidentiality, compliance with documentation standards, attention to detail, and proficiency in Microsoft Office and document management platforms. The role is integral to maintaining accurate, accessible, and compliant project information for clients, contractors, consultants, and internal teams, supporting smooth project execution and team efficiency.
Required skills
Key responsibilities
- Organize and maintain both physical and electronic project files including architectural drawings, contracts, meeting minutes, and correspondence
- Ensure timely distribution of project-related documents to team members, clients, contractors, and consultants
- Manage and track document revisions to ensure the latest versions are used across all teams
- Efficiently retrieve project documents and information as required by project teams, clients, or stakeholders
- Archive completed project documentation securely for future reference and compliance
- Provide general administrative support including scheduling meetings, coordinating logistics, and preparing presentations and reports
- Manage incoming and outgoing correspondence including emails and phone calls, ensuring appropriate routing and timely responses
- Assist in preparation and formatting of documents, reports, and presentations for meetings and client submissions
- Organize meetings, take minutes, and distribute notes to relevant stakeholders
- Support procurement-related tasks, including tracking orders and maintaining inventory records
- Ensure all project documents comply with company standards and procedures
- Handle sensitive project information with high levels of confidentiality and discretion
Experience & skills
- Hold a Bachelor’s degree in Business Administration, Architecture, or a related field
- Minimum 2 years of experience in document control or administrative support, preferably within architecture, engineering, or construction
- Strong organizational and time-management skills with attention to detail
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management software such as Aconex or Procore
- Knowledge of document control procedures and experience managing both electronic and physical documents
- Strong written and verbal communication skills in English; Arabic is an advantage
- Ability to handle multiple tasks in a fast-paced, deadline-driven environment
- Preferred experience in an architectural or design firm
- Familiarity with architectural terminology and project documentation
- Experience with online document management platforms such as SharePoint or Dropbox