Document Controller

Position status: This opportunity is for a secured role that is due to commence in May subject to approval. If you would like to be considered as we progress with this position, please click to apply.

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.  

Within our Consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project. 

The project: 

This is an opportunity to work on a large development in the UAE. 

Our values shape the way we consult, and define the people we want to join us on our journey, they are:

Safety first - Going home safe and well.
Client focus - Deliver on our promise.
Integrity - Always do the right thing.
Create opportunity - for our people to excel.

You’ll be responsible for:

• Provides informal guidance to more junior roles.

  
  

• Supports diary management for Project Director/Project Manager alongside Office Manager.

  
  

• Ensures team members are aware of administration processes.

  
  

• Assist with set up project office, for example arrange IT equipment and office furniture.

  
  

• Creates and maintains electronic and hard copy filing systems.

  
  

• Ensures staff have complete and regularly update their ‘Infomace’ staff home page.

  
  

• Arranges the set up project email addresses and Outlook mailboxes for the Project, performing regular filing of Project Inbox emails.

  
  

• Processes all incoming correspondence and produce all outgoing correspondence and records in accordance with the Mace Way.

  
  

• Archives all project documentation and retain complete records for hand over to Client upon project completion.

  
  

• Places orders from Mace suppliers.

  
  

• Assists in the booking of meeting rooms for all meetings arranging refreshments/lunches for Client/external meetings.

  
  

• Maintains a log of Mace training records and arrange tests/training when required.

  
  

• Manages petty cash and reconciliations for accounts department and recovery.

  
  

• Provides administrative support, typing letters, minutes reports etc. as necessary.

  
  

• Updates Project Directory as and when required, issue via email and upload to Conject, distributing to Project Team.

  
  

• Co-ordinate site visits for both Client and Project Teams.

  
  

• Manage site meeting room diary.

  
  

• Works collaboratively towards the common goal of net zero carbon transition, and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

  
  

You’ll need to have:

• Experience working in the United Arab Emirates is essential for client approval.  

  
  

• Expert level experience of IT skills covering Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.

  
  

• Experience using Office 365 Applications and Apple Devices.

  
  

• Advanced writing and proof-reading skills with attention to spelling and grammar.

  
  

• Advanced typing skills/ability.

  
  

You’ll also have:

• Experience in Information Management from one or more projects and programmes. 

  
  

• Good written and oral communication, used to working with different stakeholders. 

  
  

• Disciplined, methodical and organised.

  
  

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role. 

Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the ‘Refer a friend’ feature found within the relevant job.