Document Management Specialist

The Document Management Specialist is responsible for organizing, maintaining, and controlling both physical and digital records to ensure accuracy, security, and accessibility of company documents. This role plays a critical part in supporting project teams, compliance audits, and regulatory reporting by managing document workflows in accordance with UAE laws and industry standards. The specialist will liaise with multiple departments to implement document control procedures and optimize archival systems.

Responsibilities:

• Developing and enforcing document control procedures for the creation, review, approval, distribution, and archiving of documents.

• Managing digital document management systems (DMS) and ensuring proper metadata tagging for efficient retrieval.

• Reviewing document submissions to ensure they meet formatting, naming, and compliance standards.

• Coordinating with departments to maintain up-to-date records and ensure document version control.

• Supporting project documentation for construction, engineering, legal, or administrative purposes.

• Preparing documentation for audits, inspections, and regulatory reporting as per UAE compliance requirements.

• Training staff on document handling protocols and assisting with troubleshooting DMS-related issues.

• Safeguarding sensitive and confidential information in line with UAE data privacy regulations.

Requirements:

• Bachelor’s degree in Information Management, Business Administration, or a related field.

• 3–5 years of experience in document control or records management, preferably in the UAE.

• Proficiency with document management software.

• Strong understanding of ISO standards related to document control and quality management systems.

• Familiarity with UAE regulatory and legal documentation practices in construction, engineering, or corporate sectors.

• Excellent organizational and multitasking skills, with attention to detail.

• Strong communication and coordination skills to liaise with multidisciplinary teams.

• Fluency in English is required; knowledge of Arabic is an advantage.