Document Controller (Real Estate)

Overview

Document Management And Control

• Establish and maintain document control systems and procedures in line with best practices, company standards, and project requirements.
• Manage the receipt, registration, distribution, and tracking of all incoming and outgoing project documentation.
• Ensure all documents are correctly logged, version-controlled, and stored within the designated document management system.
• Maintain up-to-date records of drawings, specifications, reports, method statements, submittals, and Contracts and commercial correspondence.
• Ensure proper naming conventions, document numbering, revisions, and filing structures are consistently applied.
• Archive and retrieve documents in accordance with company policies and audit requirements.
• Ensure confidentiality, security, and integrity of all project documentation.
• Coordination and Communication
• Act as the central point of contact for all document control-related queries.
• Coordinate with consultants, contractors, and internal stakeholders to ensure timely submission and distribution of documents.
• Monitor document workflows, approvals, and review cycles to ensure adherence to project timelines.
• Track and follow up on outstanding document submissions, approvals, and revisions.
• Facilitate smooth communication between project teams by ensuring accurate and timely information sharing.

Quality Assurance And Compliance

• Ensure all documentation complies with company standards, regulatory requirements, and project specifications.
• Perform quality checks on submitted documents to verify completeness, accuracy, and proper formatting.
• Identify discrepancies, missing information, or non-compliance, and coordinate corrective actions.
• Support internal and external audits by providing accurate document records and reports.
• Maintain document control logs, registers, and status reports for tracking and reporting purposes.
• Systems and Reporting
• Utilise document management systems (e.g., Aconex, Procore, or similar) to manage and track project documentation.
• Generate regular reports on document status, submission logs, and workflow progress.
• Provide document control metrics and updates to project teams and management.
• Support system improvements and implementation of best practices in document control processes.
• Handover and Close-Out
• Ensure all project documentation is complete, accurate, and properly organised for project handover.
• Compile and manage handover documentation, including as-built drawings, manuals, warranties, and certificates.
• Coordinate with project teams to ensure timely submission of close-out documentation.
• Ensure traceability and easy retrieval for audits and handover
• Archive final project records in accordance with company policies and regulatory requirements.

Experience

• Minimum of 5–7 years of document control experience within Dubai, preferably in real estate development, construction, or consultancy environments.
• Demonstrated experience managing large volumes of technical documents across multiple project phases.
• Familiarity with working alongside consultants, contractors, and project management teams.
• Experience using electronic document management systems such as Aconex, Procore, SharePoint or similar platforms.
• Proven track record in maintaining accurate records and supporting project delivery through effective document control.

Education

• Bachelor’s degree or diploma in Business Administration, Information Management, Engineering, or a related discipline.

Skills

• Strong understanding of document control processes, standards, and best practices.
• Proficiency in document management systems and Microsoft Office applications.
• Excellent organisational and time-management skills, with strong attention to detail.
• Ability to manage multiple tasks, priorities, and deadlines effectively.
• Strong communication and coordination skills across multidisciplinary teams.
• Analytical mindset with the ability to identify discrepancies and resolve issues.
• Knowledge of project lifecycle documentation requirements within the construction industry.
• High level of integrity, confidentiality, and professionalism.
• Proactive, methodical, and quality-focused approach to work.