Document Controller

Headquartered in Dubai, UAE, The First Group is a dynamic, integrated global property developer with a fast-growing portfolio of upscale hotels, residential properties, F&B brands and real estate asset management services. Since our launch in 2005, we have carved a highly successful niche offering unrivalled property investment opportunities in high-growth markets to clients from more than 70 countries worldwide.

We were among the first developers to identify the tremendous potential in providing private investors the opportunity to purchase hotel guestrooms, suites and serviced apartments in our collection of upscale properties located in highly popular locations across Dubai. We back up our success with a list of International Property awards along with strategic partnerships with companies such as Wyndham Hotel group, Millennium Hotels, Emirates Airlines and Jumeirah Hotels and Resorts.

To successful candidates, we offer a diverse progressive corporate working environment with clear growth potential along with award winning sales & marketing tools, a state of the art showroom featuring Dubai’s only virtual helicopter tour and endorsements from a number of international sporting celebrities.

The Document Controller is responsible for managing and maintaining a systematic documentation process for all construction-related and administrative documents, including contracts, letters of intent (LOIs), invoices, drawings, and correspondences. This role supports project teams by ensuring documentation is accurately processed, stored, and retrievable, while also assisting in various administrative and coordination tasks.

Document Control & Records Management

• Manage and maintain an organized document control system for contracts, LOIs, invoices, and project documentation.

• Review, track, and ensure timely updates of contractual documents including agreements, amendments, and addendums.

• Create, organize, and maintain physical and digital filing systems to support project teams.

• File and archive documents systematically, ensuring compliance with labeling and storage protocols.

• Review the accuracy and completeness of records, ensuring documents are up-to-date and accessible.

• Control the flow of incoming and outgoing project documentation and correspondence.

• Ensure confidentiality and secure backup of all sensitive documents.

Invoice and Financial Documentation

• Process and track invoices in coordination with finance and construction teams.

• Verify accuracy of billing and resolve discrepancies with internal departments.

• Ensure timely submission of documents related to payment and procurement.

Submittals & Correspondence

• Receive, log, and prepare submittals (drawings, documents, samples) for approval.

• Draft and compose letters and transmittals as directed by the Manager.

• Prepare transmittals for returning commented items to relevant site teams.

• Maintain accurate submittal logs for tracking and reference.

Administrative Support

• Assist in day-to-day administrative tasks, including correspondence, scheduling, and document preparation.

• Support the Construction and Contract Operations (CCO) team with scheduling meetings and preparing materials.

• Manage calendars, set up appointments, and coordinate logistics for meetings and conferences.

• Take and distribute meeting minutes, agendas, and follow-up action items.

Office and Resource Management

• Monitor and maintain office supplies inventory.

• Ensure that document-related equipment (scanners, copiers) is operational and accessible.

• Provide general administrative assistance to team members and other departments as required.

• Proven experience of 3+ years in document control or administrative roles within the construction or contracting industry.

• Previous exposure to multi-project construction environments.

• Strong organizational and file management skills.

• Excellent communication skills for handling correspondence and interacting with stakeholders.

• Proficient in Microsoft Office Suite and document processing tools.

• High attention to detail and ability to maintain confidentiality.