Job Summary:
Document Controller is responsible for managing, organizing, and maintaining all project and property-related documents to ensure accuracy, accessibility, and compliance with company and industry standards. This role supports engineering, construction, operations, and management teams by ensuring proper document flow and control throughout the lifecycle of real estate projects.
Responsibilities:
- Establish, implement, and maintain document control procedures for all real estate and construction projects.
- Organize and manage electronic and hard-copy documentation, including contracts, drawings, permits, reports, and correspondence.
- Ensure all documents are properly reviewed, approved, and distributed to relevant stakeholders.
- Maintain an up-to-date filing system for technical documents, project records, and property files.
- Archive obsolete documents according to company policies while ensuring easy retrieval when needed.
- Monitor document versions to prevent duplication or outdated information circulation.
- Coordinate document exchange between internal teams (engineering, technical, projects, operations) and external parties (consultants, contractors, authorities).
- Ensure timely delivery and acknowledgment of controlled documents.
- Respond to document requests from team members and management promptly.
- Maintain document registers, logs, and tracking systems to monitor document status, revisions, and approvals.
- Update databases and document control software with accuracy and attention to detail.
- Report discrepancies, missing documents, or delays to supervisors or project managers.
- Ensure documentation complies with company policies, project requirements, and regulatory standards.
- Conduct periodic audits of document control processes and recommend improvements.
- Support preparation of documentation for inspections, audits, and handover packages.
- Assist in preparing project documentation such as submittals, transmittals, RFIs, and close-out materials.
- Support property management teams with document handling related to leases, maintenance, contracts, and facility operations.
- Prepare reports, summaries, and administrative support documents as required.
Qualifications:
- Bachelor's degree in business administration, Engineering, or related field.
- 5+ years of experience in document control, preferably within real estate, construction, or engineering environments.
- Strong knowledge of document control standards, filing systems, and documentation procedures.
- Proficiency in MS Office and document control software (DMS, Aconex, SharePoint, etc.).
- Excellent organization, attention to detail, and time management skills.
- Strong communication abilities and the ability to work with multiple teams.
- Ability to handle sensitive and confidential information.
