SR. DOCUMENT CONTROLLER (Records Management - Real Estate)

Overview

Industry: **Real Estate And Property Management

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.
• 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.

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.

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)