Senior Officer - Scanning

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Born from the vision to elevate Dubai's global prominence, Wasl was founded on May 25, 2008, with the mission to transform the city into an even more captivating destination for residents, businesses, and visitors alike. Created from the union of the Dubai Development Board and Real Estate Department, Wasl embarked on a journey of seamless integration. This strategic merger not only streamlined operations but also empowered our team with enhanced expertise, enabling us to adopt dynamic, market-driven investment strategies.

Today, Wasl stands tall as a cornerstone of Dubai's real estate landscape. As one of the city's largest and most diversified real estate management companies, we proudly oversee an expansive portfolio of landmark assets, entrusted to us by DREC and other esteemed partners.

JOB DETAILS

Classification: Shared - Confidential

Position Title: Senior Officer Scanning Reports to: Head of Administration Department: Administration Direct Reports: -

POSITION SUMMARY

The Senior Officer Scanning is responsible for coordinating the scanning, indexing, uploading, filing, and retrieval of lease agreements and property-related documents within agreed timelines.

The role ensures that physical and electronic records are complete, accurately classified, securely maintained, and readily available to authorized departments. The position also maintains document movement logs, supports archive activities, and provides day-to-day guidance to the assigned employee.

KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS

• Coordinate the daily scanning, indexing, uploading, and filing of new and renewed lease agreements and supporting documents
• Check scanned documents for completeness, legibility, correct indexing, and accurate filing
• Complete scanning, uploading, and filing activities within three working days of receiving complete documents
• Maintain original lease agreements, landlord documents, and supporting records for residential, commercial, and industrial properties
• Maintain accurate logs of documents received, scanned, retrieved, issued, returned, transferred, deleted, damaged, or reported missing
• Respond to document enquiries from Leasing and Asset Management and Property Management within three working days
• Retrieve and issue active files within three working days of receiving an authorized request
• Retrieve and issue archived files within one week of receiving an authorized request
• Track original documents issued to departments and follow up for their return
• Retrieve files relating to demolished or inactive properties and arrange their transfer to the designated warehouse
• Maintain archive references and warehouse location records to support future retrieval
• Allocate routine work to the direct report and monitor progress, quality, and completion
• Report missing documents, delays, filing errors, or system issues to the Head of Administration
• Maintain confidentiality and comply with information security, records management, and document retention requirements
• Support Internal Audit, External Audit, Legal, Information Technology, and other authorized stakeholders with required records
• Attend information security awareness sessions and report suspected security incidents
• Support improvements to scanning, filing, indexing, and retrieval processes
• Perform other related responsibilities assigned by the Head of Administration

KEY TECHNICAL SKILLS AND COMPETENCY LEVELS

• Document Scanning and Indexing
  Scan, verify, classify, index, and upload documents accurately
  Intermediate
• Document and Records Management
  Maintain complete, secure, and retrievable physical and electronic records
  Intermediate
• Document Retrieval and Tracking
  Process retrieval requests and maintain document movement records
  Intermediate
• Physical and Electronic Filing
  Apply approved filing structures and naming conventions
  Intermediate
• Archive Support
  Transfer, track, and retrieve archived property records
  Intermediate
• Information Security and Confidentiality
  Protect sensitive records and follow approved access controls
  Intermediate
• Scanning Systems and Office Technology
  Use scanning equipment, shared servers, document systems, and Microsoft Office
  Intermediate
• Quality Checking
  Identify incomplete, unclear, duplicated, or incorrectly indexed documents
  Intermediate
• Work Coordination
  Allocate routine tasks and monitor completion of assigned work
  Beginner
• Audit Support
  Maintain records and provide authorized documents for audits and reviews
  Beginner

COMMUNICATIONS AND WORKING RELATIONSHIPS

Internal:
Head of Administration, Administration Team, Leasing and Asset Management, Property Management, Legal, Finance, Information Technology, Information Security, Internal Audit, Facilities Management, and other authorized departments

External:
External Auditors, Document Storage and Archive Providers, Scanning Equipment and System Vendors, Warehouse Service Providers, and Government Authorities where required

CONTEXT, WORK ENVIRONMENT AND DECISION-MAKING AUTHORITY

The role operates within the Administration Department and handles confidential physical and electronic records relating to residential, commercial, and industrial properties.

The role has authority to coordinate daily scanning and filing work, check document quality, process authorized retrieval requests, maintain tracking records, and assign routine tasks to the direct report. Missing original documents, unauthorized access, major delays, disposal requests, and system issues are escalated to the Head of Administration.

The role has one direct report.

FINANCIAL RESPONSIBILITIES AND ACCOUNTABILITIES

The role does not hold direct budget ownership.

The position is responsible for the proper use of scanning equipment, filing materials, storage facilities, and departmental resources and supports cost control by preventing document loss, duplication, and avoidable retrieval delays.

SELECTION CRITERIA

Qualifications and Experience - Essential:

• Professional diploma in Business Administration, Records Management, Information Management, Office Administration, or a related field
• 1-3 years of experience in document scanning, records management, filing, archiving, document control, or administration
• Experience handling physical and electronic documents
• Basic experience coordinating daily work or guiding junior staff
• Knowledge of document scanning, indexing, filing, retrieval, and tracking practices
• Experience using scanning equipment, shared servers, document management systems, and Microsoft Office applications
• Good attention to detail, organization, follow-up, and communication skills
• Ability to handle confidential information and meet service timelines

Desirable:

• Bachelor’s degree in Business Administration, Records Management, Information Management, or a related field
• Experience within real estate, property management, leasing, or asset management
• Experience handling lease agreements and property records
• Knowledge of electronic archiving or barcode-based document tracking systems
• Working knowledge of Arabic

Note:
This job description provides a broad indication of the role and responsibilities of the position. The position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and evolving business priorities.

Our Values

At Wasl, we are more than just a real estate company. We are active contributors to Dubai's thriving economy, fostering enduring relationships with our valued stakeholders. Our customer-centric approach is rooted in trust, respect, and a relentless pursuit of innovation in every aspect of asset management.