Document Controller (Real Estate)

About This Role

The Document Controller is responsible for managing, organising, and controlling all project documentation across real estate developments, ensuring accuracy, quality, and timely distribution of information throughout the project lifecycle.

The role supports design, procurement, construction, and handover phases by maintaining robust document control processes, ensuring compliance with company standards, regulatory requirements, and audit protocols.

The role works closely with internal teams, consultants, and contractors to facilitate efficient information flow, minimise risk associated with documentation errors, and ensure proper record-keeping for all project-related documents.

Responsibilities

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, Education, and Skills

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.