Document Controller / Secretary

Light.Func is an award-winning, vibrant lighting design studio known for a unique approach to every project we take on. If you're someone who wants to progress your career in a fast-paced, creative environment, we'd love to hear from you.

About the Role

We're looking for a dynamic, highly organised Document Controller & Project Coordinator to join our team. This is a hands-on role for someone who thrives on variety and pace — you'll be working across a portfolio of around 35 projects a year, seven of which can have simultaneous deadlines, keeping information, submissions, and deliverables moving smoothly across the studio. You'll be the person who ensures nothing falls through the cracks: every submission logged correctly, every deliverable tracked, every document where it should be.

Key Roles & Responsibilities

• Coordinate and manage project submissions via Aconex, ensuring accuracy and timely turnaround.
• Create, maintain, and update deliverables lists across multiple concurrent projects.
• Carry out QA/QC checks on documentation before issue, ensuring consistency and accuracy.
• Manage document control processes using BIM 360, including uploading, tracking, and version control of project documentation.
• Maintain a rigorous, well-structured filing system, ensuring all project information is easy to locate and up to date.
• Stay on top of incoming information from other disciplines (architects, engineers, contractors, and consultants), logging and distributing it appropriately.
• Assist in team planning and scheduling activities; coordinate project resources, tasks, and timelines.
• Monitor project progress against key milestones and deliverables, reporting to the Senior Designers and flagging risks or issues early.
• Collaborate closely with cross-functional teams (design and technical) to ensure effective communication and coordination.
• Provide coordination, secretarial, and general document control support.
• Support the Manager and wider team with administrative tasks as required.

Educational Qualifications

Bachelor's degree from a recognised, professional institution (any discipline).

Technical Skills

• Proficiency with Aconex for project submissions and document control.
• Working knowledge of BIM 360.
• Strong MS Office skills (Word, Excel, PowerPoint,pdf suites).
• Strong general computer literacy.
• Excellent oral and written communication skills.

Attributes & Behaviours

• Genuinely dynamic and adaptable — comfortable managing multiple projects and shifting priorities at once.
• Flexible and adaptive approach to work.
• Self-starter and self-motivated, able to demonstrate initiative.
• Enquiring mindset — spots efficiencies and areas for improvement.
• Excellent organisational skills and meticulous attention to detail, particularly in filing and document management.
• Strong time management with a proven ability to hit deadlines, especially across the studio's higher-pressure projects.
• Able to perform well in a fast-paced, at times high-pressure environment.
• Maintains integrity and confidentiality at all times.
• Organise team lunch and learn calendars

How to Apply

Send your CV to enquire@lightfunc.org.

Pay: From AED4,000.00 per month

Ability to commute/relocate:

• Dubai: Reliably commute or willing to relocate with an employer-provided relocation package (Required)

Education:

• Bachelor's (Required)

Experience:

• Document management: 3 years (Preferred)

Language:

• English (Preferred)

Work Location: In person