Document Controller at Emirates National Schools Abu Dhabi Full-time

Looking for Document Controller jobs in Abu Dhabi? Emirates National Schools (ENS) is hiring a Document Controller for its Central Administration team in Abu Dhabi, UAE. Additionally, this is an excellent opportunity for a detail-oriented professional with facilities management experience to join one of the UAE’s leading school networks.

About the Role

The Document Controller will report directly to the Unit Head of Facilities Management and will be responsible for monitoring, planning, and scheduling both the Planned Preventive Maintenance (PPM) and reactive workloads across ENS campuses. Furthermore, the role involves the administration and full operation of the Computer Aided Facilities Management (CAFM) system from an Operational Maintenance perspective. Moreover, the successful candidate will act as a central point of coordination between technical teams, the Call Center, and senior management to ensure all facilities-related records and documentation are accurately maintained.

Key Responsibilities for Document Controller at Emirates National Schools Abu Dhabi

• Monitor the asset management system (CAFM & Assets Management) for recording all PPMs, corrective maintenance, Service Requests, Projects, BMS, and Inspections Work Orders.
• Coordinate closely with the technical team to produce reports and follow up on the progress of specific tasks.
• Receive all material and drawing submittals, record the send/receive log, and manage archiving and reporting.
• Collect all project documents and prepare an archiving system for project handover documentation including drawings, O&M manuals, and warranties.
• Respond to end-user queries, requests, and complaints through the FM Helpdesk email and Hotline.
• Validate Service Requests received in the system, prepare Work Orders, and assign technical personnel in support of Shift Engineers.
• Coordinate with the Call Center to produce weekly tenant follow-up reports and monitor project progress.
• Monitor and coordinate daily activities and manage internal and external correspondence for recording purposes.
• Raise and complete requisition forms for material purchasing and seek approval from inception to completion.
• Develop and draft various reports as required by the Facilities Manager and client.
• Prepare staff allocation and time sheets, and issue daily and weekly updates to site supervisors or the FM.
• Prepare and maintain policies and procedures, management reports, presentations, and meeting agendas and MOMs.

Requirements

• Minimum four years of experience for diploma holders, or two years for bachelor’s degree holders, in a directly related role.
• Good experience in Total Facilities Management (TFM) services and project administration.
• Diploma or Bachelor’s Degree in a relevant field (engineering, business administration, or related discipline).
• Strong writing and oral communication skills in both Arabic and English.
• Ability to work cooperatively as part of a team and contribute to positive outcomes.
• Good decision-making and problem-solving skills.
• Punctual, structured, and logical with the ability to organise administrative duties effectively.