Document Controller/Admin support

JobsCloseBy Editorial Insights

Savills Middle East is seeking a highly organized Document Controller and Administrator to be based onsite in Dubai, full-time, supporting the senior leadership team and ensuring smooth day-to-day operations. The role spans coordinating executive calendars, managing communications, onboarding, preparing documents and proposals, arranging travel, consolidating leadership reports, and assisting with RFPs, contracts, KYC processes and Microsoft Dynamics, while handling office ops and basic finance tasks. The ideal candidate is confident, detail oriented and thrives in a fast-paced environment, serving as a central point of contact for Regional Heads and Directors. To apply, tailor your CV to showcase calendar management, travel planning, invoicing, MS Office and Dynamics, plus a concise cover note tying your experience to the role and confirming your eligibility to work onsite in Dubai.

We are looking for a highly organised and proactive Administrator to support our senior leadership team and ensure the smooth day-to-day running of the office. This role plays a key part in coordinating executive schedules, managing communications, supporting internal processes, and assisting with financial and operational tasks. The ideal candidate will be confident, detail-oriented, and comfortable working in a fast-paced professional environment while acting as a central point of support for Regional Heads, Directors, and the wider team.

Administrative Support:

• Prepare documents, presentations, and proposals.

• Schedule appointments, meetings, and conference calls.

• Assist with onboarding and team coordination tasks.

• Provide assistance and support to Regional Heads and Directors.

• Manage executives’ schedules and calendars.

• Consolidate reports, presentations, and key documents for leadership.

• Coordinate travel arrangements and itineraries for executives and the BPC Team.

Communication:

• Serve as a liaison between clients, visitors, and team members.

• Distribute internal and external communications professionally.

• Notify team members of visitor arrivals and appointments.

Office Coordination & Management:

• Manage office supplies and ensure the workspace is organized.

• Assist in organizing meetings, events, and travel arrangements.

• Work with office staff to maintain day-to-day office operations.

• Maintain and manage the office petty cash fund,

Record Keeping & Internal Processes:

• Maintain and update contact databases and records, ensuring accuracy and completeness.

• Assist with RFPs, contracts, client onboarding, and internal processes such as KYC compliance process and Microsoft Dynamics 

• Ensure compliance with internal policies and regulatory requirements in all record-keeping tasks.

Finance & Invoicing:

• Prepare, issue, and track client invoices, ensuring accuracy and timely delivery.

• Follow up on outstanding payments and coordinate with finance to resolve discrepancies.

• Maintain organized records of invoices, payments, and financial correspondence.

• Support on managing accounts receivables and payables.

Problem Solving & Support:

• Address routine inquiries or redirect to the appropriate department.

• Support the team with ad hoc administrative and operational tasks.

Qualifications & Skills:

• Proven experience in administrative support or office coordination.

• Presentable and confident demeanour

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication skills.

• Highly computer literate in all Microsoft office application (Word, PowerPoint, Outlook, Excel) and office management systems.  Able to evaluate the IT needs of the office and communicate with Savills IT central team

• Ability to work independently and collaboratively in a fast-paced environment.