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DOCUMENT CONTROLLER

Job Description

Position: SR DOCUMENT CONTROLLER (Leasing Dept. - Real Estate)
Location: to be assigned in Sharjah - Head Office
Employment Type: Full Time
Department: Leasing & Property Management

Job Summary

We are seeking a highly organized and detail-oriented Document Controller with proven Real Estate Leasing experience to manage, control, maintain, and archive all leasing-related documentation in both physical and electronic formats. The successful candidate will ensure document accuracy, version control, regulatory compliance, and efficient retrieval of lease records while supporting the Leasing, Property Management, Finance, and Legal teams.

The ideal candidate must possess strong experience in document management systems, lease administration processes, CRM/ERP platforms, and UAE real estate documentation requirements.

Key Responsibilities

Document Control & Records Management

  • Establish, maintain, and administer document control procedures for all leasing and property-related documentation.
  • Manage the complete lifecycle of leasing documents from creation, review, approval, distribution, filing, retrieval, retention, and archiving.
  • Ensure proper version control, document numbering, indexing, classification, and audit trails.
  • Maintain electronic and hardcopy filing systems in accordance with company policies and document retention schedules.
  • Monitor document revisions and ensure only current approved versions are accessible to stakeholders.
  • Implement document naming conventions and metadata standards for efficient document retrieval.

Leasing Documentation Management

  • Prepare, organize, and maintain leasing documentation including:
  • Tenancy Contracts
  • Lease Agreements
  • Memorandums of Understanding (MOUs)
  • Reservation Forms
  • Renewal Agreements
  • Addendums and Amendments
  • Ejari Registration Documents
  • Tenant Correspondence
  • Property Handover Documents
  • Move-In and Move-Out Records
  • Security Deposit Records
  • Payment Schedules
  • Unit Inventory Reports
  • Verify completeness and accuracy of lease documentation prior to execution.
  • Track lease execution status and ensure timely collection of required approvals and signatures.
  • Coordinate with Leasing Executives, Property Managers, Legal Department, and Finance Department to obtain missing documentation.

System Administration & Data Management

  • Upload, update, and maintain leasing records within:
  • Property Management Systems (PMS)
  • CRM Platforms
  • ERP Systems
  • Electronic Document Management Systems (EDMS)
  • Ensure accurate tenant, unit, contract, and transaction information is maintained within company databases.
  • Conduct regular data validation and reconciliation between physical records and electronic systems.
  • Generate leasing documentation reports, document status reports, and compliance dashboards.

Compliance & Audit Support

  • Ensure compliance with internal policies, quality management procedures, and regulatory requirements.
  • Support internal and external audits by providing complete and accurate documentation.
  • Maintain confidentiality of tenant, landlord, financial, and contractual information.
  • Monitor document retention schedules and ensure secure disposal of expired records.
  • Assist in implementing ISO-compliant document control practices where applicable.

Coordination & Communication

  • Serve as the central point of contact for leasing documentation requests.
  • Respond promptly to document retrieval requests from management and stakeholders.
  • Coordinate with external agencies, landlords, tenants, brokers, and government authorities when documentation support is required.
  • Assist Leasing Managers in preparing documentation packages for approvals and transactions.

Technical Skills & Competencies

Mandatory

  • Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
  • Strong experience with document management systems and electronic filing platforms.
  • Knowledge of lease administration processes and real estate transaction documentation.
  • Experience in document indexing, version control, and records management methodologies.
  • Excellent data entry accuracy and attention to detail.
  • Strong understanding of document confidentiality and information security principles.

Qualifications

  • Bachelor's Degree or Diploma in Business Administration, Information Management, Records Management, Real Estate, or related field.
  • Professional certification in Document Control, Records Management, or Information Management is an advantage.

Experience Requirements

  • Minimum 6 years of experience as a Document Controller within a Real Estate Leasing or Property Management environment.
  • Proven experience managing large volumes of leasing contracts and tenant documentation.
  • Experience working with document management systems and digital archives.

Core Competencies

  • Document Control & Records Management
  • Lease Administration
  • Data Accuracy & Quality Control
  • Regulatory Compliance
  • Information Governance
  • Analytical Thinking
  • Time Management
  • Attention to Detail
  • Problem Solving
  • Stakeholder Coordination
  • Confidentiality & Professional Ethics

Key Performance Indicators (KPIs)

  • Document accuracy rate.
  • Timeliness of document processing and filing.
  • Lease document retrieval turnaround time.
  • Compliance audit results.
  • Percentage of digitized and properly indexed records.
  • Data quality and system accuracy metrics.
  • Adherence to document retention policies.

How to Apply

You may send directly your updated CV to 0523653978 and write the Subject Title: SR. Document Controller

Pay: Up to AED7,000.00 per month

Application Question(s):

  • What is your Notice Period?_

Education:

  • Bachelor's (Required)

Experience:

  • Document Controller in Real Estate in UAE: 6 years (Required)

Job Details

Job Role : DOCUMENT CONTROLLER


Job Location : Dubai , UAE


Mobile : 0523653978


Company : SHARJAH CONTRACTING LLC


Listing ID : 105841



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