Document Controller
Location: Dubai, United Arab Emirates
Experience: 2-5 years
About the Company
A Dubai-headquartered regional group established in 2003 operates across retail, wholesale distribution, trading, investment management, and real estate. Its businesses hold exclusive distribution, procurement, and master-franchise rights for premium and luxury international fashion, sports, and lifestyle brands across the Middle East and adjacent regions, reaching more than 300 GCC channels. The organization also invests in early-stage ventures and supports brand building through strategic distribution services. Its ambition is to be a trusted partner for retail and distribution solutions, guided by excellence, integrity, and a commitment to thriving brands. People, honesty, creativity, transparency, operations, and leadership shape how teams work. The organization is multicultural and supported by mentors with more than 25 years of industry experience. It emphasizes inclusion, equitable opportunity, professional development, collaborative teamwork, hands-on leadership, and exposure to international brands and regional market expansion. Community initiatives also support inclusive learning and equitable educational opportunities for children. The employer name is withheld because this is a confidential search.
About the Role
As Document Controller, you will own the control and timely completion of store contracts, AMCs, permits, insurance documentation, and compliance records. You will manage DCD AMC requirements, Hassantuk account activity, pest control, cleaning, and AC maintenance agreements across all stores. You will also coordinate maintenance work permits, general maintenance permits, marketing permits, and store insurance submissions. A key part of the role is maintaining accurate uploads on the Dubai Mall portal, including insurance, Trade Licenses, DCD AMC records, and other required documents. Through a live tracker and disciplined follow-up, you will monitor renewals, approvals, closures, and expiry dates. Your work will prevent documentation lapses, reduce operational delays, and ensure stores and stakeholders have reliable evidence when needed.
Key Responsibilities
- Manage DCD AMC documentation for all stores, including internal contracts, renewals, supporting records, and timely completion of required submissions to prevent compliance gaps.
- Own Hassantuk account activation, registration, renewal, and closure for stores, maintaining accurate status records and coordinating actions required to keep accounts operational.
- Coordinate pest control, cleaning, and AC maintenance AMCs, controlling agreements, documentation, renewals, and related records so store services remain supported without administrative lapses.
- Submit and follow up on daily and weekly store maintenance work permits, coordinating required information and approvals so planned work can proceed within operational timelines.
- Coordinate store insurance documentation, renewals, and submissions, ensuring current evidence is available and delivered to relevant stakeholders before coverage or documentation deadlines.
- Upload and maintain insurance, Trade License, DCD AMC, and other required documents on the Dubai Mall portal, keeping records accurate, current, and retrievable.
- Coordinate applications, approvals, and closures for general maintenance and marketing permits covering promotions, branding, related works, and store activity requirements.
- Maintain a live tracker for contracts, AMCs, permits, approvals, renewals, and expiry dates, escalating risks early to prevent lapses and protect store continuity.
Essential Skills & Technologies
- Strong document control, records management, renewal tracking, and follow-up skills, with the discipline to maintain accurate evidence across multiple stores, vendors, authorities, and stakeholder systems.
- Practical experience coordinating contracts, AMCs, permits, insurance documentation, approvals, and closures, while managing competing deadlines and escalating incomplete or delayed requirements.
- Proficiency with Microsoft Excel or similar tracking tools, document repositories, email coordination, and online portals; experience with Dubai Mall or comparable property portals is valuable.
Additional Plus
- Experience supporting retail stores, facilities management, property operations, or multi-site maintenance environments where permits, service contracts, and compliance records must remain current.
- Familiarity with Dubai operational requirements, Hassantuk processes, DCD AMC documentation, Trade License records, insurance submissions, and mall or landlord approval workflows.
- Ability to build practical trackers, improve renewal visibility, and create clear escalation routines that help operational teams act before deadlines become service or compliance risks.
What You'll Bring
- You bring a methodical, accountable approach to document control and can manage many parallel requirements without losing sight of deadlines or ownership. You are comfortable coordinating with store teams, maintenance contractors, cleaning and pest control providers, insurers, authorities, mall representatives, and internal stakeholders.
- You know how to request missing information, validate that records are complete, submit documents through the correct channel, and follow through until approval or closure is confirmed. You will be effective in this role if you maintain a reliable tracker, plan renewals ahead of expiry, and make risks visible before they affect store operations.
- Strong written communication, organized filing habits, attention to detail, and confidence using Excel and online portals are important. You should be able to distinguish urgent operational needs from routine administration and escalate issues with a clear summary of the gap, owner, deadline, and required action.
- Experience in retail, facilities, property, or multi-site operations will help you understand why accurate permits and current agreements matter. Most importantly, you take ownership of closure rather than simply recording activity.
Why Join Us
- Own a visible control function supporting multiple stores, where accurate documentation directly protects operational continuity, compliance readiness, and the timely delivery of maintenance and marketing activity.
- Work across contracts, permits, insurance, portals, and stakeholder approvals, gaining broad exposure to the operational systems that keep a store network functioning effectively.
- Build stronger governance through practical trackers, advance renewal planning, and clear follow-up routines, with measurable impact through fewer lapses, delays, and unresolved documentation gaps.
What We Offer
- A role with clear ownership across store documentation, contracts, permits, insurance, and renewals, giving you direct visibility into how operational controls support business continuity.
- Cross-functional exposure to stores, vendors, maintenance teams, insurers, authorities, and property stakeholders, building practical experience across retail operations and compliance coordination.
- The opportunity to improve document governance through reliable trackers, structured follow-up, and better renewal visibility while contributing to smoother, more predictable store operations.
