Document Managment Specialist

We are seeking a Document Managment Specialist to join our team at DWC Logistics City, Dubai South, UAE, responsible for handling and organizing supplier documents and maintaining an electronic contract archive in compliance with UAE regulations.

Our platform aggregates data on over 40 million automotive products, making it a one-stop destination for buyers and sellers. Thanks to our strategic location in Dubai, we can expand our fulfillment network globally, offering access to millions of automotive parts across more than 40 countries, including the Middle and Far East, CIS, Europe, Africa, South America, the USA, and Australia. This enables us to empower sellers with new growth opportunities while providing car owners with reliable solutions to keep their vehicles on the move. At Emex, our mission is straightforward: - We solve car owners' problems to ensure their freedom of mobility. - We unlock growth opportunities for sellers. - We provide employees with meaningful challenges to create impact and plenty of creative freedom to realize their potential.

Your Responsibilities Will Include:

• Organize and Manage Suppliers Documentation: Receive, review, and systematize documents arriving from suppliers to the warehouse, ensuring accuracy and completeness.

• Electronic Archive Management: Set up and maintain an electronic archive of contracts and supporting documents, ensuring easy retrieval and audit readiness.

• Document Verification and Reconciliation: Compare supplier documents with records in the accounting system; request corrected documents if discrepancies are found.

• Digitization of Historical Documents: Scan, upload, and properly categorize documents from previous periods into the electronic archive.

• Support Financial and Operational Teams: Provide accurate documentation to support accounting and warehouse operations.

• Process Improvement: Participate in organizing workflows and implementing solutions to enhance document management efficiency.

Your KPIs Will be:

• Timeliness of document processing and archiving.

• Reduction in discrepancies between supplier documents and accounting records.

  How to Know if You Are the Right Fit

  Level, Experience and Qualificatons:

  • Level: Junior+

  • English language proficiency: B2 or higher

  • Knowledge of Russian is an advantage

  • Familiarity with UAE accounting and corporate documentation

  • Educational background: Secondary vocational education in Finance, Law, or higher

  Hard Skills:

  • Solid Knowledge of Accounting Principles: Understands accounting documents.

  • Understanding of Legal Documents and Corporate Agreements: Familiar with contracts and statutory filings relevant to supplier agreements.

  • Strong Excel Skills: Capable of tracking, reporting, and organizing documents efficiently.

  • Ability to Work with Large Volumes of Documentation: Manages high volumes of supplier documents accurately.

  • Familiarity with Automation Tools: Supports digitalization and electronic filing of documents.

  • Experience with Internal Control and Compliance Checks: Ensures documents comply with internal procedures and UAE regulations.

  • Understanding of Basic Tax Regulations in the UAE: Supports documentation required for VAT and other regulatory filings.

Soft Skills:

• Attention to Detail: Ensures all supplier documents are complete, accurate, and correctly archived.

• Analytical Thinking: Identifies inconsistencies or missing information in supplier documentation.

• Strong Problem-Solving Skills: Resolves discrepancies between documents and accounting records.

• Ability to Work Independently and Meet Deadlines: Manages document workflow efficiently with minimal supervision.

• Effective Communication Skills: Coordinates with suppliers and internal teams to obtain correct documentation.

• Team Collaboration: Cross-cultural communication. Works closely with finance and warehouse teams to support operations.

• High Level of Integrity and Responsibility: Handles sensitive financial and contractual documents confidentially.

• Adaptability to Change and New Technologies: Learns new filing systems and electronic archive tools quickly.

• Proactive Attitude Toward Process Improvement: Suggests and implements improvements in document organization and digitization processes.

Why Join Us

• As a Document Management Specialist, you will play a key role in organizing and maintaining our supplier and corporate documentation. You will help build the foundation for digital document control and audit readiness for a fast-growing international group. This position offers the opportunity to bring order and structure to critical workflows, including supplier document verification, contract archiving, and reconciliation with accounting records.

• We are looking for someone who enjoys working with detailed financial and legal documents and is passionate about creating efficient, digitized processes. In this role, you won’t just follow existing filing procedures — you’ll help design and optimize them. If you are meticulous, proactive, and eager to contribute to a structured and fast-paced international environment, this is the perfect opportunity to make a tangible impact on our operations.