SR. DOCUMENT CONTROLLER (Records Management - Real Estate)
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Key skills for this role
About the Role
Sharjah Contracting is seeking a Senior Document Controller with at least 6 years of experience in real estate or property management. The role involves managing document control and records management systems, ensuring compliance, and handling property documentation including leases, contracts, and insurance records.
Key Skills for This Role
Responsibilities
- Administer and maintain the organization's document control and records management systems, ensuring compliance with established policies, procedures, and regulatory requirements
- Manage the complete document lifecycle, including receipt, registration, classification, indexing, distribution, retrieval, retention, archiving, and disposal of records
- Maintain accurate document registers and tracking logs to ensure effective document control, traceability, and audit readiness
- Perform quality checks on incoming and outgoing documentation to verify completeness, accuracy, proper authorization, and adherence to document control standards
- Control document numbering, revision management, and version control processes to ensure that only current and approved documents are in circulation
- Organize and maintain both electronic and physical filing systems, ensuring efficient storage, accessibility, and security of corporate records
- Coordinate the distribution of controlled documents, correspondence, reports, contracts, agreements, and project records to relevant stakeholders
- Monitor document workflows and approval processes, ensuring timely processing and compliance with established service level requirements
- Manage the receipt, registration, sorting, and distribution of daily correspondence, mail, courier deliveries, and official communications
- Digitize, scan, and maintain electronic records within the Document Management System (DMS), ensuring data integrity and accuracy
Requirements
- Bachelor's Degree or Diploma in Business Administration, Engineering, or a related field
- Not less than 6 years of experience as a Document Controller in REAL ESTATE or PROPERTY MANAGEMENT
- Strong knowledge of document management systems and document control procedures
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
- Experience with Electronic Document Management Systems (EDMS)
- Excellent organizational and time management skills
- Strong attention to detail and ability to work under pressure
- Excellent communication skills in English; Arabic is an advantage
Full Job Posting
Position Overview
- Position: Document Controller – Records Management (Real Estate)
- Job Location: To be assigned in Sharjah Head Office
- Industry: Real Estate / Property Management
- THIS IS NOT FOR SITE OR PROJECT BASED DOCUMENT CONTROLLER JOB
- THIS IS PURELY ON LEASING REAL ESTATE WORK CYCLE.
Key Responsibilities
- Administer and maintain the organization's document control and records management systems, ensuring compliance with established policies, procedures, and regulatory requirements.
- Manage the complete document lifecycle, including receipt, registration, classification, indexing, distribution, retrieval, retention, archiving, and disposal of records.
- Maintain accurate document registers and tracking logs to ensure effective document control, traceability, and audit readiness.
- Perform quality checks on incoming and outgoing documentation to verify completeness, accuracy, proper authorization, and adherence to document control standards.
- Control document numbering, revision management, and version control processes to ensure that only current and approved documents are in circulation.
- Organize and maintain both electronic and physical filing systems, ensuring efficient storage, accessibility, and security of corporate records.
- Coordinate the distribution of controlled documents, correspondence, reports, contracts, agreements, and project records to relevant stakeholders.
- Monitor document workflows and approval processes, ensuring timely processing and compliance with established service level requirements.
- Manage the receipt, registration, sorting, and distribution of daily correspondence, mail, courier deliveries, and official communications.
- Digitize, scan, and maintain electronic records within the Document Management System (DMS), ensuring data integrity and accuracy.
- Maintain strict confidentiality of sensitive corporate, property, financial, and legal documents in accordance with data protection and information security requirements.
- Manage and maintain real estate documentation, including property files, title deeds, lease agreements, tenancy contracts, ownership records, permits, licenses, NOCs, and regulatory approvals.
Additional Responsibilities
- Administer Property Insurance records, including policy documentation, endorsements, renewals, claims records, coverage schedules, and compliance tracking.
- Coordinate with Property Management, Leasing, Finance, Legal, Facilities Management, and external authorities regarding document submissions and record requirements.
- Conduct periodic audits and reconciliation of records to ensure completeness, accuracy, and compliance with retention schedules and corporate governance standards.
- Prepare document status reports, records inventories, archive logs, and management reports for operational and audit purposes.
- Support internal and external audits by providing accurate documentation and maintaining audit ready records.
- Ensure compliance with ISO standards, company Quality Management Systems (QMS), records retention policies, and applicable real estate regulatory requirements.
- Identify opportunities to improve document control processes, workflow efficiency, and records management practices through continuous improvement initiatives.
Core Competencies
- Document Control & Records Management
- Electronic Document Management Systems (EDMS)
- Version Control & Document Lifecycle Management
- Records Retention & Archiving
- Data Protection & Confidentiality
- Regulatory Compliance & Audit Support
- Property Documentation Administration
- Property Insurance Documentation Management
- Quality Management Systems (QMS)
- Process Improvement & Workflow Coordination
Requirements
- Bachelor's Degree or Diploma in Business Administration, Engineering, or a related field.
- Not less than 6 years of experience as a Document Controller in REAL ESTATE or PROPERTY MANAGEMENT.
- Strong knowledge of document management systems and document control procedures.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Experience with Electronic Document Management Systems (EDMS).
- Excellent organizational and time management skills.
- Strong attention to detail and ability to work under pressure.
- Excellent communication skills in English; Arabic is an advantage.
Benefits
- Competitive salary package.
- Employment visa and medical insurance.
- Annual leave as per UAE Labour Law.
- Professional and growth oriented work environment.
Pay
- Up to AED7,000.00 per month
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