SR. DOCUMENT CONTROLLER – Leasing Department (Real Estate)

Overview

Job Summary

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.

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.

• 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

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

Application Question(S)

• What is your Notice Period?*_*

Education

• Bachelor's (Required)

Experience

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