57 Records Management jobs in Dubai

We are seeking a detail-oriented and organized Document Control Specialist to manage and maintain project documents for our organization. The role involves ensuring proper documentation flow, version control, and compliance with project and company standards.

• Maintain and manage all important project documents (hard and soft copies) in a systematic manner.
• Control the issuance, receipt, and tracking of project documents including drawings, reports, and correspondence.
• Ensure documents are up-to-date, properly filed, and accessible for team members and stakeholders.
• Implement document control procedures and update document logs regularly.
• Coordinate with internal departments, consultants, and contractors to ensure timely submission and retrieval of documents.
• Assist in the preparation of transmittals, reports, and registers as required.
• Ensure confidentiality and data security of all sensitive documentation.
• Support project teams with document formatting, printing, and filing as needed.

• Bachelor's Degree or Diploma in any discipline.
• 2-4 years of experience as a Document Controller preferably in construction engineering or consulting firms.
• Proficiency in MS Office (Excel, Word, Outlook) and document control systems like Aconex EDMS or similar.
• Strong organizational skills with attention to detail and accuracy.
• Knowledge of document coding, filing, and archiving procedures.
• Excellent written and verbal communication skills in English.

This is an excellent opportunity for a career-driven individual to join our dynamic team and take on new challenges. If you have a keen eye for detail and excellent organizational skills, we would love to hear from you!

Don't miss this chance to grow your career in a reputable organization. Apply now and take the first step towards a fulfilling job experience!

We are a distinguished and esteemed organization with a wide portfolio of industries. Our legacy is built on unparalleled excellence.

• Maintain and implement document management policies following ISO standards thoroughly.
• Handle financial and commercial documents efficiently.
• Establish and maintain archiving systems both electronically and physically.
• Ensure all versions of documents are recorded and up-to-date.
• Develop templates and records as necessary.
• Establish Distribution Matrices for allocating controlled copies of documents to relevant stakeholders.
• Comply with DMS and ISO standards while maintaining control records.
• Expedite timely document flow between the company and clients.
• Prepare and manage documents accurately and efficiently.
• Maintain the security of confidential documents.
• Design templates for various document types and databases.
• Ensure pre- and post-project documentation is maintained and received in a timely manner.
• Meet established document management requirements throughout project duration.
• Track and monitor documents using standard document management programs.
• Maintain a data distribution system based on client, project, department, and supplier requirements.
• Keep track of outgoing and incoming project documents.
• Manage finance documentation according to company policy.
• Handle Letters of Credit (L/Cs) and Export documentation effectively.
• Coordinate with Commercial and Finance teams regarding bank securities.
• Control document activities and movements while maintaining accurate database registers.
• Maintain correspondence, drawings, procedures, and other related documents.
• Review and proofread documents for consistency and report discrepancies to the Head of PMO.

• Graduate degree in any discipline.
• Understanding of ISO standards and ability to apply them effectively.
• Excellent communication and interpersonal skills, with attention to detail.
• Ability to work in a dynamic environment with good negotiation skills.
• At least 3 years of experience in document management or a related field.

This role requires strong organizational skills, excellent attention to detail, and effective time management to ensure smooth document management processes. If you have a keen eye for detail and are highly organized, this could be an exciting opportunity for you.

Our organization seeks a highly skilled Document Controller to manage and coordinate document-related tasks. This role is responsible for ensuring accurate and timely documentation, facilitating effective communication, and supporting the success of our projects.

• Manage document control systems to maintain accuracy and compliance.
• Coordinate document review, approval, and distribution processes.
• Ensure all documents are properly archived and maintained.

• Relevant experience in document control (Oil & Gas industry preferred).
• Strong organizational and time management skills.
• Proficiency in MS Office and document control systems.

As a valued member of our team, you will enjoy a competitive salary package, comprehensive benefits, and opportunities for professional growth and development.

Our organization offers a dynamic work environment, collaborative team spirit, and a commitment to excellence. We strive to provide exceptional career opportunities for talented individuals who share our vision and values.

This key position oversees all aspects of project documentation across multiple projects, ensuring alignment with client systems and procedures.

Upon project commencement, the Project Document Control Specialist will create a comprehensive work list as advised by the Project Manager / Planner and distribute it to relevant teams.

The successful candidate will arrange for project/network drive access and provide authorization as per company policy, then design and implement project folder structures upon award, ensuring all project documents are stored in relevant folders and regularly updated.

Key Responsibilities Include:

1. Ensuring timely and accurate management of project-related documents.
2. Obtaining the deliverable list from relevant stakeholders in line with contract requirements and preparing the Master Document Register (MDR).
3. Implementing project document templates with the latest formats, as per contract requirements.
4. Supporting the preparation of final/as-built documents upon project completion and archiving them in designated folders for future reference.
5. Receiving/download documents and deliverables from FTP servers and managing the distribution of inward and outward documentation, registering all transactions.
6. Maintaining and updating document transmittals and related reports.
7. Attending site walkdowns as assigned, promoting visible safety leadership.

Support the organisation in fostering a Just Culture and promote the safety and wellbeing of our customers, staff, assets and environment.

To develop, monitor and implement the Keolis-MHI maintain the Document Control framework within the Dubai Metro and Tram contracts. Provide advice on continuous improvement the subject matter to the QHSE, Operations and Engineering & Maintenance document control teams.

To manage the document control system to ensure accuracy and quality reporting and analytical purposes.

To make accurate weekly, monthly and annual reports on the document control performance of the Dubai Metro and Tram operations.

KEY RESPONSIBILITIES

Strategic

• Create and maintain required documentation for incoming raw materials and Finished Goods.
• Assist in the development of standardized templates throughout the organization.
• Awareness of QHSE KPI’s relevant to your section & the role you play in efficiently delivering them
• Broad understanding of the financial penalties aligned to KPI’s (where relevant)
• Understanding of KM committed obligation relevant to your section & QHSE

Stakeholder / Customer

• Actively support and collaborate with others in QHSE, KM & contractors to deliver KM requirements

Operational

• Assist in the review process of Electronic Document Management (EDM) System.
• Assist in reviewing incoming production records to ensure documents are complete, saved documents to the correct electronic file, and saving information in the Electronic Document Management System.
• Responsible for making electronic changes to documents, release documents, and notifies affected departments.
• Managing the data compilation for Quality System Reports including reporting.
• Disseminate documents and record as instructed.
• Assist in the filing of documentation to maintain documents and records traceability.
• Full understanding of the departmental plan for your QHSE section
• Complies with company, quality and safety standards, policies, and procedures.
• Perform database searches, minor data analysis, and reporting to assist Quality Assurance team.

Capability / People

• Coordinate preparation of internal audit documentation for audit team.
• Broad understanding of the KM values & 4P’s (Passengers, People, PTA & Planet)

KEY COMPETENCIES

• Stakeholder Management : this role requires assertive communication when challenging internal stakeholders on compliance to quality requirements
• Communication - the ability to communicate information clearly and effectively to both internal and external stakeholders.
• Interpersonal Skills – This role requires to work with a range of different people, from internal departments to external business partners, so strong communication skills are essential.
• Analytical skills - the ability to quickly assess data and trends, strong attention to detail and accuracy.
• Teamwork - good interpersonal skills and the ability to establish trust with managers.

MINIMUM QUALIFICATIONS

Min.

Required

Education

Higher diploma plus at least 4 years of document administrative or a minimum of an Associate’s degree plus related experience.

Experience

• Computer Literate, experience with MS Office Suite and systems such as SharePoint, Adobe.
• Demonstrated oral and written skills with an ability to communicate and work effectively with others in various levels of the organization

Skills / Training

• Possess good communication skills
• Strong organisational skills, detail oriented, and the ability to handle multiple priorities
• Relevant working knowledge of IT programs / systems skills particularly in Microsoft Office & Business Intelligence tools

We are seeking an organized and detail-oriented individual to fill the role of Filing Clerk. The successful candidate will be responsible for developing and implementing efficient filing systems, maintaining organized physical and electronic filing systems, preparing and categorizing incoming documents, auditing and correcting errors in the filing system, ensuring confidentiality and security of sensitive information, and providing exceptional customer service.

• Filing and Document Management:
• Develop and implement efficient filing procedures based on departmental needs.
• Maintain and organize physical and electronic filing systems.
• Prepare and sort incoming documents according to established protocols.
• Confidentiality and Security:
• Maintain confidentiality and security of sensitive information.
• Adhere to organizational policies and legal requirements.
• Customer Service:
• Respond to internal and external inquiries regarding document status and retrieval.

• You hold a high school diploma or equivalent; additional certifications in records management or office administration are an asset.
• You have a minimum of 1-2 years of experience in a filing or administrative role, preferably in a fast-paced office environment.
• You are proficient in Microsoft Office Suite and document management software, with familiarity with electronic filing systems being advantageous.
• You possess strong attention to detail and organizational skills, with the ability to manage multiple tasks effectively.
• You have excellent verbal and written communication skills to interact professionally with colleagues and clients.

Document Manager

Our organization is seeking a highly organized and detail-oriented Document Manager to support the operational efficiency of our company. This role plays a key part in ensuring that all company documents are accurately managed, properly archived, and easily accessible when needed.

The primary responsibility of this position will be to manage the flow of documentation within the organization. The Document Manager will receive, track, and file a wide range of internal and external documents, including contracts, invoices, tax files, and compliance records. Ensuring all documents are updated, secure, and stored in accordance with company policy is vital.

This role demands proficiency in document control systems and a strong command of Microsoft Office tools, especially Excel and Word. The ideal candidate should possess excellent organizational and time-management skills, with the ability to handle multiple tasks while maintaining accuracy.

Working at our organization offers an opportunity to be part of a professional and collaborative team dedicated to delivering precise and timely solutions to clients. The Document Manager will be a crucial asset in ensuring smooth documentation processes and regulatory compliance across departments. If you have a keen eye for detail, a disciplined work ethic, and a commitment to excellence, we encourage you to apply.

• Manage the receipt, tracking, and filing of various company documents
• Ensure documents are up-to-date, secure, and stored in accordance with company policy
• Utilize document control systems and Microsoft Office tools
• Collaborate with various departments to ensure smooth documentation processes

As a critical member of the project team, you will specialize in managing and organizing project documentation related to Mechanical, Electrical, and Plumbing (MEP) systems.

• Establish and maintain a document control system for MEP projects, ensuring efficient storage, retrieval, and tracking of project documents.
• Organize and categorize documents such as drawings, specifications, manuals, submittals, RFIs (Requests for Information), shop drawings, and change orders.

• Implement version control procedures to track revisions and updates to project documents.
• Ensure that all team members have access to the latest versions of documents and drawings.
• Distribute documents to relevant stakeholders, including project managers, engineers, subcontractors, and consultants.
• Manage the transmittal process, ensuring that documents are sent and received in a timely manner and that acknowledgments are documented.

• Critical thinking and problem-solving skills to manage complex documentation processes.
• Excellent communication and interpersonal skills to collaborate with project teams.
• Strong organizational and time management skills to meet deadlines and ensure accuracy.

• Opportunity to work on high-profile MEP projects and contribute to their success.
• Professional development and growth opportunities within the company.
• A dynamic and collaborative work environment that encourages innovation and teamwork.

• Bachelor's degree in a relevant field, such as construction management, engineering, or business administration.
• Minimum 3 years of experience in document control, preferably in the construction industry.
• Proficiency in document management software and tools, such as SharePoint or Procore.

Overall, as a Document Management Specialist, your role is critical in ensuring the accuracy, accessibility, and integrity of project documentation, thereby supporting the successful execution of MEP systems within construction projects.

ALEMCO Ras al-Khaimah, United Arab Emirates

ALEMCO Ras al-Khaimah, United Arab Emirates

1 month ago Be among the first 25 applicants

We’re looking for a detail-driven, tech-savvy Data Management Officer who can take ownership of project data across Electronic Document Management Systems (EDMS) and Power BI platforms.

Who we are!

ALEC Engineering and Contracting L.L.C. (ALEC), part of ICD, is a leading GCC construction company known for delivering complex, high-profile projects. With 20+ years of experience, ALEC builds across sectors including airports, hospitality, retail, and high-rises

In the UAE, ALEC has delivered many of the nation’s most iconic developments, operating as a fully integrated contractor through specialist business units that provide end-to-end construction solutions.

ALEC provides strategic leadership, operational oversight, and shared services that support the performance and growth of all businesses within the Group. From governance, finance, and talent to innovation, digital systems, and sustainability, the Head Office acts as the central hub that enables each business unit to deliver with confidence, consistency, and excellence across the construction and engineering value chain.

ALEMCO provides integrated MEP and facilities services that power some of the region’s most ambitious developments. From electrical systems to long-term maintenance, we focus on technical reliability and sustainable performance - supported by an inclusive and skilled team with a passion for engineering excellence.

Why Join Us?

In your role as Data Management Officer at ALEMCO, you’ll contribute to electromechanical excellence that powers the region’s most ambitious developments. Join a team that invests in technical skill, safety, and continuous learning - where your work drives reliability and performance. As a Data Management Officer, you will be responsible for managing the full lifecycle of project documents and records, ensuring accuracy, timely submission, and compliance with project requirements. You’ll also play a key role in configuring and administering the EDMS, supporting project teams, subcontractors, and stakeholders with training and guidance.

Your Role

• Take charge of project-wide data integrity across Aconex or other EDMS platforms
• Design and implement smart workflows and processes for smooth data flow
• Develop live Power BI dashboards to track submittals, inspections, NCRs, and more
• Extract, clean, and analyze data for performance trends and management insights
• Train and guide subcontractors and internal teams on proper data input and usage
• Ensure accurate, standardized data attributes across all systems
• Support internal QA/QC teams with custom reports and real-time metrics
• Maintain robust data logs and registers across all key project areas

What We’re Looking For

• Graduate with at least 3 years’ experience in data management or a related field
• Strong knowledge of EDMS platforms (Aconex preferred)
• Proven skills in Power BI and Microsoft Office
• Analytical mindset with attention to detail
• Experience working in construction, engineering, or infrastructure projects is a plus

What We Offer

• The chance to contribute to some of the UAE’s most iconic projects.
• A collaborative, supportive environment that values innovation and excellence.
• Opportunities for professional growth and career progression.

Think you’re the right fit? Send us your CV today and bring your data expertise to a project where accuracy and insights drive results.

• Seniority levelMid-Senior level

• Employment typeFull-time

• Job functionAdministrative and Management
• IndustriesConstruction and Civil Engineering

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