SR. DOCUMENT CONTROLLER – Leasing Department (Real Estate)
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Key skills for this role
About the Role
Sharjah Contracting is seeking a Senior Document Controller with proven real estate leasing experience to manage, control, and archive leasing-related documentation. The role requires strong document management skills, lease administration knowledge, and UAE real estate documentation expertise.
Key Skills for This Role
Responsibilities
- 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
- Prepare, organize, and maintain leasing documentation including tenancy contracts, lease agreements, MOUs, reservation forms, renewal agreements, addendums, Ejari registration documents, tenant correspondence, property handover documents, move in/out records, security deposit records, payment schedules, and 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
- Upload, update, and maintain leasing records within Property Management Systems, CRM Platforms, ERP Systems, and Electronic Document Management Systems
- Ensure accurate tenant, unit, contract, and transaction information is maintained within company databases
Requirements
- Bachelor's Degree or Diploma in Business Administration, Information Management, Records Management, Real Estate, or related field
- 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
- 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
Full Job Posting
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 co
Key Responsibilities
- 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.
- 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 Mo
- 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.
- 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.
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.
- 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.
Technical Skills & Competencies
- 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.
Compensation
- Pay: Up to AED7,000.00 per month
Work Location
- Work Location: In person
How to Apply
- You may send directly your updated CV to 052 3653978 and write the Subject Title: SR. Document Controller
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