Document Management Specialist

Job description / Role
Our client, a large government firm, is currently looking for a Document Management Specialist to be based in the UAE. In this role, you will be responsible for the different aspects of:

Document Management:
On receiving instructions from the Operation teams, assist members of the Operation teams in the execution of documents and forms needed for the real estate companies, including preparing first drafts of cover memos, document formatting, preparation and compilation of memo packs for signature and signature identification.
Populate forms.
Liaise and co-ordinate with the company’s Centralized Documentation Management team on aspects of documentation management to ensure consistency and alignment with policies.
Manage the filing rooms for the Operations.
Saving and uploading documents to the centralized systems and libraries, including “Content Central” Efront for the relevant investments across the global portfolio.

Filing and Scanning:
File and scan hard and soft copies of various documents and reports consistently, coherently and quickly.
Ensure accurate filing of soft copies of documents on Content Central and Efront.

Tracking documents:
Track documents relating to post closing items, memos and correspondence.
Retrieve documents and information as needed for the internal and external stakeholders.

Maintaining, updating and organizing Databases:
Manage and maintain the documents in the libraries including the centralized database of final documentation for each investment across the global portfolio.
Maintain the deal database for all acquisition, refinancing, restructuring and disposition activities which supports the generation of reports for senior leadership meetings.
Maintain the Confidentiality Agreements Database.
Maintain the External Correspondence database.

Other duties:
Support with department projects and initiative as required.
Provide backup support to other team members in the shared, centralised pool.

Requirements
To be considered for this opportunity, you need to meet the following criteria:

-    Holds a university / bachelor degree of any disciplines
-    With minimum total years’ experience of 5 years in the same role, preferably gained a in a government, multinational or large organizations
-    Strong knowledge in document management systems as well as use of Microsoft Excel
-    Experienced in assisting a number of senior managers
-    Excellent command of English language and knowledge in another language would be a plus

Candidates based outside UAE are welcome to apply.

About the Company
Black Pearl is a progressive, dynamic and well structured HR solution provider that offers permanent recruitment services, HR consultancy, psychometric assessments, coaching and also professional training services for clients from different corporate sectors in the Middle East.

Like a rare and unique black pearl, we consider our partnership with our clients and job seekers as a fine, precious and valuable encounter that needs to be affirmed, developed and supported with a strong commitment to deliver not only the right services but the best in the industry.

Our aim is to meet and exceed the expectations of our clients, strategically offering Black Pearl services that are customized to the unique requirements of our clients and job seekers alike, resulting in effectively achieving goals and all that is required in this ever evolving and competitive market.