Document Controller

Zapegg Tax Consultant is looking for a detail-oriented and organized Document Controller to manage, maintain, and organize company records and client documentation in Dubai. The ideal candidate should have strong administrative skills, good computer knowledge, and the ability to maintain accurate and confidential records. This role is essential for ensuring that important documents are properly stored, easily accessible, and managed according to company procedures.

Key Responsibilities

• Manage and maintain physical and digital documents, ensuring that records are properly organized and easily accessible.
• Establish and maintain an effective filing system for client files, financial documents, tax records, and administrative correspondence.
• Receive, register, classify, and distribute incoming and outgoing documents.
• Ensure that documents are correctly named, indexed, dated, and stored in the appropriate folders or systems.
• Maintain document registers and tracking logs to monitor document status and movement.
• Review documents for completeness, accuracy, and the presence of required supporting information.
• Coordinate with accounting, tax consultancy, and administrative teams to collect and organize client documentation.
• Maintain records of invoices, receipts, bank statements, tax-related forms, contracts, and other business documents.
• Track document submissions, approvals, revisions, and outstanding requests.
• Follow up with clients and internal departments to obtain missing or updated documents.
• Ensure that the latest approved versions of documents are available to authorized employees.
• Scan, photocopy, print, upload, and archive documents when required.
• Maintain confidentiality and protect sensitive financial, tax, and client information.
• Apply appropriate access controls when storing and sharing confidential documents.
• Assist with retrieving records for internal reviews, audits, and compliance-related requirements.
• Monitor document retention and archiving procedures in accordance with company policies.
• Identify duplicate, outdated, or incorrectly filed documents and arrange corrections where authorized.
• Prepare document status reports and provide administrative support when required.
• Follow company procedures and applicable data protection requirements when handling client records.

Requirements and Qualifications

• Diploma or bachelor’s degree in Business Administration, Office Management, Information Management, or a related field is preferred.
• Previous experience as a Document Controller, Document Coordinator, Records Clerk, or Administrative Assistant is an advantage.
• Good knowledge of document control, filing systems, and records management procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and document management tools.
• Ability to organize large volumes of documents systematically.
• Strong attention to detail and accuracy when checking and recording information.
• Good written and verbal communication skills in English.
• Ability to maintain confidentiality when handling sensitive client and financial records.
• Strong organizational and time management skills.
• Ability to track multiple documents and meet submission deadlines.
• Familiarity with scanning, digital archiving, and electronic document storage systems.
• Professional attitude and the ability to coordinate with different departments.
• Knowledge of accounting or tax-related documentation is an advantage.

Preferred Skills

• Experience working in a tax consultancy, accounting firm, or professional services environment.
• Familiarity with client onboarding documents, financial records, and tax compliance paperwork.
• Ability to maintain document registers and prepare status reports.
• Knowledge of version control, document tracking, and secure file-sharing practices.
• Understanding of the importance of confidentiality and proper handling of client information.

Conclusion

The Document Controller position at Zapegg Tax Consultant offers an opportunity to support efficient documentation and records management in Dubai. Candidates who are organized, accurate, and committed to confidentiality can help ensure that client files and business records remain complete, secure, and readily accessible, contributing to the company’s professional service delivery and administrative efficiency.