Document Controller

Azad Properties

We are seeking a detail-oriented and highly organised individual to join our dynamic real estate team as a Document Controller Tenant Fit-out Coordination. In this pivotal role, you will play an integral part in ensuring the successful management, tracking, and distribution of fit-out and construction documents, supporting seamless communication between tenants, contractors, and project teams. This is a fantastic opportunity to be part of a growing real estate company committed to excellence in tenant coordination and project delivery.

Key Responsibilities in Tenant Fit-out Document Control

• Maintain and administer all project documentation related to tenant fit-out works, ensuring documents are up-to-date, accurate, and easily accessible.
• Coordinate, track, and record the status of fit-out submittals, approvals, and as-built documentation in accordance with project requirements.
• Review, process, and distribute incoming and outgoing project correspondence such as drawings, specifications, permits, and technical submittals.
• Facilitate clear communication between tenants, landlords, contractors, consultants, and project stakeholders to ensure fit-out compliance and timely delivery.
• Implement standardised document management processes and maintain document control systems in line with company protocols.
• Assist in organising and scheduling site meetings, documenting minutes, and tracking action items to ensure accountability.
• Support the fit-out coordination team by providing timely updates on document status and outstanding items.
• Ensure the confidentiality, integrity, and security of all sensitive project-related documents.
• Assist with the administration of project handover documentation and the archiving of completed tenant fit-out projects.

Essential Qualifications and Experience for Document Controller Roles in Real Estate

• Bachelor s degree or diploma in Construction Management, Engineering, Business Administration, or related field.
• At least 3 years' experience in a document control, project coordination, or administration role within the property, construction, or fit-out sector.
• Knowledge of document control practices in tenant fit-out, construction, or similar project environments.
• Proficiency with document management systems, Microsoft Office Suite, and file-sharing platforms.
• Excellent verbal and written communication skills in English; additional languages are an advantage.
• Strong attention to detail, accuracy, and organisational skills, with the ability to manage multiple priorities effectively.
• Understanding of compliance requirements and regulatory standards pertaining to tenant fit-outs and project documentation.
• Prepare & follow up on the forms belonging to process chart
  which are followed by team s members i.e., TDR, shop handing
  over check list, work chick list, TICC ...etc.

Key Skills and Attributes for Tenant Fit-out Coordination

• Demonstrated ability to work collaboratively with internal and external stakeholders, including tenants, contractors, service providers, and consultants.
• Proactive problem-solving skills and a continuous improvement mindset.
• Ability to work effectively under pressure and meet deadlines in a fast-paced project environment.
• High level of integrity and professionalism, ensuring confidentiality is always maintained.
• Willingness to adapt to new systems and processes to enhance document management efficiency.

Desirable Competencies and Additional Assets

• Previous experience supporting large-scale tenant fit-outs or refurbishment projects.
• Familiarity with building regulations, landlord approval processes, and health & safety documentation.
• Exposure to real estate development, leasing administration, or property management document control is a plus.
• Interest in professional development and staying abreast of best practices in document control and tenant coordination.
• *Proficiency in document management systems and
  MS Office.
  
  
• Attention to detail and strong organizational skills.
  
  
• Knowledge of project management and construction
  documentation.
  
  
• Degree of proficiency in spoken, written, and read
  languages:
  
  
• Arabic: Excellent (spoken, written, and reading)
  
  
• English: Good (spoken, written, and reading)
  
  
• Excellent typing and editing skills.
  
  
• Understanding of data security and confidentiality
  protocols.