Senior Officer - Scanning

Role Overview

Senior Officer - Scanning at Wasl, based in Dubai. Reports to the Head of Administration Department. This role coordinates the scanning, indexing, uploading, filing, and retrieval of lease agreements and property-related documents within agreed timelines.

Company Overview

Wasl was founded on May 25, 2008, from the union of the Dubai Development Board and Real Estate Department. Today, Wasl stands as one of Dubai's largest and most diversified real estate management companies, overseeing an expansive portfolio of landmark assets entrusted by DREC and other esteemed partners.

Role Purpose

The Senior Officer Scanning ensures that physical and electronic records relating to residential, commercial, and industrial properties are complete, accurately classified, securely maintained, and readily available to authorized departments. The role maintains document movement logs, supports archive activities, and provides day-to-day guidance to the assigned direct report.

Key Responsibilities

Document Processing

• Coordinate the daily scanning, indexing, uploading, and filing of new and renewed lease agreements and supporting documents.
• Complete scanning, uploading, and filing activities within three working days of receiving complete documents.
• Check scanned documents for completeness, legibility, correct indexing, and accurate filing.
• Support improvements to scanning, filing, indexing, and retrieval processes.

Records Management

• 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.
• Maintain archive references and warehouse location records to support future retrieval.
• Maintain confidentiality and comply with information security, records management, and document retention requirements.

Retrieval and Distribution

• 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.

Audit and Compliance Support

• 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.

Team Leadership and Escalation

• 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.

General Duties

• Perform other related responsibilities assigned by the Head of Administration.

Qualifications & 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.

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.

Skills & Competencies

• 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).
• Good attention to detail, organization, follow-up, and communication skills.
• Ability to handle confidential information and meet service timelines.

Additional Information

• Direct Reports: One direct report.
• Internal Relationships: 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 Relationships: External Auditors, Document Storage and Archive Providers, Scanning Equipment and System Vendors, Warehouse Service Providers, and Government Authorities where required.
• Financial Responsibilities: No direct budget ownership. Responsible for 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.
• The position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and evolving business priorities.