Job Description

Document Controller for pro - Visa, Passport & Medical Administration

Key Responsibilities

Visa & Passport / renewal/cancellation /absconding

Track visa and passport expiry dates using Excel formulas, alerts, and dashboards. Check employee cancellation dates, last working days, and overstay risks, and record them in Excel. Prepare daily, weekly, and monthly reports showing upcoming expiries. Send reminders to employees and departments before expiry for timely renewal processing. Prepare and update "Renewal Approval Forms" and share them with the PRO team. Coordinate with the PRO team for visa, passport, and residency renewals. Check and record in Excel any passport release requests received by email and update the PRO team accordingly. Maintain an updated visa and passport status list for all staff and contractors.

Medical & Follow-up

Monitor the validity of medical check-ups and health insurance renewals. Prepare and update Excel lists for medical appointments received from the PRO team. Follow up to confirm if the employee attended the medical appointment and if he/she is medically fit (as per email confirmation). Record and maintain all medical clearance reports and fit/unfit results. Issue medical follow-up notices and ensure compliance with labor and health regulations.

EID (Emirates ID) & Appointment Tracking

Maintain and update an Excel list for Emirates ID (EID) appointments. Follow up on EID application progress and coordinate with the PRO team for collection or renewal.

Reporting & Communication

Prepare follow-up and reminder statements directly from Excel (for email or print). Generate daily, weekly, and monthly reports for management, showing upcoming expiries, renewals, and medical statuses. Communicate regularly with the PRO ensure all renewals and clearances are completed on time. Support internal and external audits by providing all required documentation and reports. Ensure all files and records comply with company policies, immigration laws, and government requirements. Excellent knowledge of Microsoft Excel (data entry, formulas, reminders, dashboards, and reports). Strong attention to detail and organizational skills. Ability to handle confidential information with discretion. Knowledge of visa, passport, Emirates ID, and medical procedures. Good coordination and communication with , PRO, and external agencies.

Document Management

Ensure confidentiality and proper security of all sensitive employee information. Maintain accurate records for passports, visas, IDs, and medical certificates. Ensure all document files are properly labelled, indexed, and accessible when required. Maintain version control and document logs to ensure a complete audit trail.
Job Type: Full-time

Pay: AED2,500.00 - AED3,000.00 per month