Document Controller

Document Controller

Location: Dubai, United Arab Emirates

Experience: 2-5 years

About the Company

Timeless Group of Companies is a Dubai-based family-owned retail, distribution, trading, and investment group established in 2003. Through businesses including Times Square Group and J.S.K Trading Limited, the group manages exclusive distribution, procurement, and master-franchise rights for premium and luxury international fashion, sports, and lifestyle brands across the Middle East and adjacent regions. Its network reaches more than 300 GCC channels, supported by investments in early-stage ventures and a real-estate division. Timeless aims to elevate established and emerging brands through distribution and strategic brand-building services. The group values people, honesty, creativity, transparency, operations, and leadership. Its multicultural team, experienced mentors, and exposure to international brands create opportunities for practical learning and career development. Timeless also emphasizes inclusion, equitable opportunity, collaborative teamwork, hands-on leadership, and community initiatives supporting inclusive learning and educational access.

About the Role

As Document Controller, you will own the accuracy, organization, tracking, renewal, and submission of store-related contracts, permits, approvals, insurance records, and compliance documentation across Timeless Group of Companies. You will manage documentation for DCD AMC, Hassantuk, pest control, cleaning, air-conditioning maintenance, store insurance, Dubai Mall requirements, maintenance permits, and marketing permits. Your work will ensure each store has current approvals, valid agreements, complete records, and timely submissions. You will coordinate with store teams, contractors, service providers, mall representatives, and internal stakeholders to obtain documents, follow up on actions, and close outstanding items. Through structured trackers, digital portals, expiry monitoring, and controlled filing, you will prevent lapses that could disrupt store operations. This is an onsite Dubai role for an immediate joiner who can take ownership quickly.

Key Responsibilities

• Manage DCD AMC documentation for all stores, including internal contracts, renewals, required submissions, and supporting records. This keeps fire and life-safety documentation current and reduces compliance exposure.
• Manage Hassantuk account activation, registration, renewal, and closure for stores. Maintain complete records and follow up with relevant stakeholders so account status remains accurate and actionable.
• Coordinate pest control, cleaning, and AC maintenance contracts, including agreements, renewals, supporting documents, and expiry tracking. This protects service continuity and prevents avoidable store-level lapses.
• Submit and follow up on daily and weekly store maintenance work permit requests. Track approvals, clarify missing information, and ensure completed permits are properly recorded and closed.
• Coordinate store insurance documentation, renewals, and submissions as required. Upload and maintain insurance, Trade License, DCD AMC, and other required documents on the Dubai Mall portal.
• Coordinate applications, approvals, and closures for general maintenance permits. Manage marketing permits for promotions, branding, related works, and other store activities requiring formal authorization.
• Maintain an updated tracker for contracts, AMCs, permits, approvals, renewals, and expiry dates. Provide timely alerts and status reporting so there are no operational documentation lapses.
• Maintain secure digital and physical archives using approved naming, version-control, access, and retention practices. This enables fast retrieval, audit readiness, and reliable continuity across store operations.

Essential Skills & Technologies

• Experience managing contracts, AMCs, permits, insurance records, renewals, and compliance documentation across multiple locations. Strong attention to detail is essential for preventing expiry and submission lapses.
• Proficiency with Microsoft Office, especially Excel, Word, Outlook, shared drives, and digital portals. Ability to maintain trackers, upload records, and produce accurate status reports is required.
• Strong follow-up and coordination skills with stores, contractors, service providers, mall teams, insurers, and internal stakeholders. You should communicate clearly and escalate unresolved actions promptly.
• Understanding of document control practices, including registers, naming conventions, revision tracking, approval status, expiry monitoring, and secure filing. This ensures records remain complete, current, and accessible.
• Ability to manage urgent daily requests alongside recurring weekly and monthly renewals. You must prioritize effectively while maintaining accuracy across multiple stores and documentation categories.

Additional Plus

• Experience with Dubai Civil Defence requirements, Hassantuk, Dubai Mall portals, store permits, or UAE facilities documentation would be advantageous. This familiarity can accelerate effective ownership.
• Exposure to retail, shopping mall operations, facilities management, property management, or multi-site business environments would be valuable. These settings provide useful context for store compliance coordination.
• Immediate availability or a short notice period is preferred. The successful candidate should be ready to join quickly and take ownership of active documentation workflows.

What You'll Bring

• You bring two to five years of experience in document control, facilities administration, retail operations support, contract coordination, or a closely related environment. You are systematic, detail-oriented, and confident managing documentation across multiple stores, suppliers, service providers, and approval channels.
• You understand that document control is not simply filing; it is the discipline of ensuring every contract, AMC, permit, insurance record, portal upload, and renewal remains complete, current, traceable, and available when needed. You can maintain accurate trackers, monitor expiry dates, follow up persistently, and identify missing information before it affects store operations.
• You are comfortable coordinating DCD AMC, Hassantuk, pest control, cleaning, AC maintenance, insurance, Dubai Mall, maintenance permit, and marketing permit requirements, or learning these processes quickly. You communicate professionally with internal and external stakeholders and escalate risks with clear supporting information.
• You take confidentiality and record accuracy seriously. As an immediate joiner, you are ready to understand existing workflows quickly, support urgent permit requests, and create dependable visibility across all active documentation.

Why Join Us

• Own a business-critical operational function where accurate contracts, permits, insurance, and compliance records directly protect store continuity and business readiness.
• Join Timeless Group of Companies, a Dubai-based family-owned group with international brand exposure across premium fashion, sports, lifestyle, distribution, and retail operations.
• Work with stakeholders across stores, facilities, mall operations, service providers, and internal teams. Your coordination will create visible improvements in compliance and execution.
• Develop practical expertise in multi-site document control, UAE store requirements, permit coordination, contract renewals, and operational tracking within a growing business environment.

What We Offer

• Competitive compensation for a full-time onsite role in Dubai, designed for an immediate joiner ready to contribute quickly.
• Meaningful ownership across store contracts, AMCs, permits, insurance, portal submissions, renewals, and expiry tracking. Your work will directly support operational continuity.
• Exposure to premium and luxury retail, international brands, mall operations, facilities coordination, and multi-site business processes within Timeless Group of Companies.
• A multicultural, collaborative environment that values people, honesty, creativity, transparency, operations, leadership, mentorship, and continuous professional development.