Executive Assistant

About the Role

Bartawi General Contracting is seeking a skilled Executive Assistant to oversee and enhance document control procedures across the company, situated in Al Quoz Industrial Area 2, Dubai. This role involves leadership, organization, and close coordination with various departments to ensure seamless project documentation and compliance.

Key Responsibilities

• Develop and enforce a standardized document control policy including numbering, metadata, and filing taxonomy for the entire organization.
• Supervise and guide project Document Controllers, providing training, conducting audits, and carrying out performance evaluations.
• Define and track service level agreements (SLAs) for submissions, RFIs, drawings, and project documentation such as MIR/IR/NCR and as-built/O&M manuals.
• Oversee review processes for all transmittals, confirming proper version control, revisions, and document traceability.
• Maintain centralized records such as letters, emails, meeting minutes, submittals, and RFIs; publish weekly performance dashboards.
• Collaborate with Technical/Design, Quantity Surveying/Contracts, Planning, HSE/QAQC, Procurement, and Finance departments to adhere to contractual document deadlines.
• Manage project closeout activities including assembling as-built packages, O&M manuals, maintaining both digital and hard archives, and ensuring handover compliance.
• Prepare for internal and external audits, assist with implementation of corrective measures.
• Coordinate and manage complex calendars, meeting schedules, agendas, and follow-ups.
• Compose, proofread, and format business correspondence, memos, and presentations while maintaining confidentiality.
• Control information flow by prioritizing communications, screening calls and emails, and ensuring readiness of briefing materials prior to meetings.
• Maintain head office filing systems, access rights, and document retention policies.
• Support HR and IT during employee onboarding/offboarding, manage staff directories, organizational charts, and contact lists.

Qualifications and Experience

• A minimum of five to ten years’ experience in document control within the construction or engineering fields, preferably with UAE work experience.
• Proven leadership skills managing multiple document controllers across projects.
• Proficiency in advanced Microsoft Office applications including Excel, Word, PowerPoint, as well as Outlook and Teams.
• Experience working hands-on with Document Management Systems such as SharePoint, Procore, Asite, or similar BIM tools.
• Strong command of English, both written and oral, with Arabic language skills considered a plus.
• Exceptional attention to detail, organizational capabilities, discretion, and effective time management.