Senior Administration Executive

Job Description

Senior Administration Executive and Document Control Supervisor
 

PURPOSE OF THE ROLE:

The Senior Administration Executive & Document Control Supervisor leads the Document Control function and oversees a team of Document Controllers across multiple projects. The role ensures consistent application of the unified Document Control Management Procedure, maintains high standards of accuracy and compliance, and manages Aconex administration at a Project Administrator level. The position also supports general project administration and coordination activities as required by ARADA management.

PRIMARY RESPONSIBILITIES:

Document Control Management

• Develop, implement, and maintain the Project Document Control Management Procedure
• Ensure strict compliance with document control procedures, numbering systems, and filing structures.
• Manage the full document lifecycle: receiving, reviewing, registering, distributing, and archiving.
• Maintain accurate logs, registers, and metadata for all documents.
• Monitor workflows and follow up with stakeholders to ensure timely responses.
• Ensure confidentiality and secure handling of sensitive project documentation.
• Coordinate document flow between internal teams, consultants, and contractors.

Technical Documentation Knowledge

• Knowledge of design-stage documents: concept, schematic, detailed design, Tender Documents & Contract Documents.
• Knowledge of Post-Contract documents: Prequalification, Material Submittals, Shop Drawings, RFIs, NCRs, MIRs, ITPs, method statements, as-built documentation, O&M manuals, and close[1]out deliverables.
• Awareness of documentation requirements for building and infrastructure disciplines: architectural, structural, MEP, civil, landscape, and specialist systems.
• Awareness of Authority requirements (especially Sharjah and Dubai), including NOCs, approvals, permits, and related payment processes.
• Ability to draft letters and oƯicial correspondence for project team members, using appropriate contractual language and terminology.
• Understanding of document numbering systems, metadata standards, and classification structures.

Aconex Administration

• Serve as the primary point of contact for Aconex administration across all assigned projects.
• Configure and manage workflows, mail routings, user roles, permissions, and project settings.
• Maintain and update document types, disciplines, and document attributes to reflect project needs and new phases.
• Manage project setup, project cloning, and configurations.
• Ensure adherence to standardized naming conventions, numbering structures, and metadata rules.
• Coordinate with consultants, contractors, and internal teams to ensure accurate document registration, transmittals, and workflow progression.
• Provide troubleshooting and user support for Aconex-related issues.
• Generate and maintain Aconex reports, dashboards, and audit trails to support project management and quality assurance.
• Conduct Aconex onboarding and training for new users.

Team Leadership & Coordination

• Supervise daily activities of Document Controllers and ensure balanced workload distribution.
• Conduct regular team meetings to review priorities, challenges, and performance.
• Provide training, and performance feedback.
• Ensure high standards of accuracy, confidentiality, and professionalism within the team.
• Support continuous improvement of Document Control processes.

General Administration

• General office administration tasks, including managing office supplies, coordinating meeting invitations, and organizing schedules to ensure smooth office operations.
• Assist with project administration activities as assigned by ARADA management

QUALIFICATIONS

• Bachelor’s degree (any discipline).
• Aconex Certification (Aconex Accredited Specialist).
• Knowledge of ISO 9001:2015 standards related to document control and quality management systems

EXPERIENCE

• 10+ years of Document Control experience in the construction industry.
• Minimum 3 years with a contractor (mandatory).
• Remaining experience with a consultant or client organization.
• Proven experience in supervising a Document Control team.
• Proven experience in managing Aconex in a Project Administrator role (mandatory), including workflow configuration, user management, system administration, and project cloning

SKILLS AND COMPETENCIES

• Valid UAE driving license with own car.
• Strong proficiency in English (written and verbal); Arabic is an advantage.
• Strong Proficiency in Microsoft Excel, Word & Outlook.
• Strong Proficiency in Foxit/Adobe Acrobat for PDF creation, editing, and digital signatures