Overview
Secretary and Document Controller Jobs in Dubai, UAE at A Leading Company In UAE
We are looking for a reliable, detail-oriented Studio Administrator & Document Controller to join our interior design and architecture studio. This role combines office administration, document control, procurement/supplier coordination, and project tracking support. You will help keep the studio organized and running smoothly, maintaining records, coordinating suppliers, tracking project timelines, and supporting the design team across development, resort, and high-end design projects.
Key Responsibilities
1. Office Administration
• Manage daily studio operations to ensure a smooth, professional working environment
• Oversee office supplies, pantry/food restocking, stationery, printer consumables, and general maintenance
• Coordinate meeting schedules, calendar bookings, agenda prep, room setup, and guest hospitality
• Arrange and track couriers and deliveries of materials, samples, and documents
2. Document Control
• Maintain organized digital and physical filing systems for all project documents, drawings, contracts, and correspondence
• Implement and manage version control for CAD files, design drawings, and client correspondence
• Track submissions, follow up on approvals, and log all incoming/outgoing documents
• Assist with formatting and finalizing presentations, and project reports
• Monitor daily project document flow across all active projects and keep internal logs updated
3. Supplier & Procurement Coordination
• Liaise with suppliers, contractors, and service providers on quotations, deliveries, and sample requests
• Collect and compare supplier quotations using Excel
• Maintain an up-to-date supplier contact list, product catalogues, and pricing records
• Track sample loans/returns and coordinate material approvals from designers
• Support FF&E procurement documentation and purchase follow-ups
4. Project Tracking & Design Team Support
• Track project timelines and milestones across active projects; flag delays to project leads
• Provide day-to-day admin support to designers and project managers (printing drawings, presentation binders, scheduling)
• Assist in preparing design packs, mood boards, FF&E lists, and client-facing reports
• Coordinate logistics for site visits, deliveries, and event setups as needed
• Organize and document meetings, including minutes and action-item tracking
Title: Secretary and Document Controller
Company: A Leading Company In UAE
Location: Dubai, UAE
