Document Controller

About:

Alef Group is a pioneer in developing premier lifestyle communities, destinations, and experiences through investment and strategic joint ventures. We are seeking an experienced Document Controller to join our team in Sharjah.

Job Purpose:

The Document Controller is responsible for organizing, maintaining, and safeguarding all contractual, procurement, and project-related documentation within the Contracts & Procurement function. The role ensures the accurate, timely, and systematic preparation, classification, filing, retrieval, and distribution of both electronic and hard copy records. This role supports contract and procurement processes while ensuring compliance with policies, regulations, and industry best practices.

Job Accountabilities:

Document Management and Control

• Maintain and update all controlled documents related to contracts, procurement, and vendor management to ensure accuracy and reliability of records.
• Establish and manage document hierarchies, numbering systems, and filing structures to achieve consistent and organized record-keeping.
• Ensure proper identification, classification, and secure storage of documents to safeguard confidentiality and accessibility.
• Conduct periodic document audits to confirm accuracy, consistency, and compliance with company standards.
• Manage the document revision process to provide stakeholders with up-to-date and approved versions at all times.

Support to Contracts & Procurement Operations

• Assist Contracts & Procurement leadership and teams by retrieving and distributing documents promptly to support timely decision-making.
• Record and maintain tender documents, contracts, and procurement files to ensure accuracy and ease of access.
• Support audit activities by providing required documentation and records in compliance with internal and external requirements.
• Ensure document control practices align with company policies, UAE real estate regulations, RERA requirements, and ISO standards.
• Review and format incoming and outgoing documents to ensure accuracy and professional quality before distribution.

Filing and Archiving

• Develop and maintain efficient filing systems for electronic and physical records to streamline retrieval processes.
• Ensure organization, traceability, and confidentiality of all contractual and procurement documentation to minimize risks.
• Log document requests and provide staff with required records promptly to support operational efficiency.
• Track and confirm document circulation and delivery to ensure proper distribution to authorized recipients.
• Archive completed contracts and procurement records in accordance with company retention policies for future reference and compliance.

Training and Collaboration

• Provide guidance and training to employees on document control systems and processes to build awareness and consistency.
• Promote adherence to established procedures throughout the document lifecycle to maintain compliance and efficiency.
• Collaborate with project managers, procurement officers, and senior management to ensure smooth and effective document workflows.

Educational Qualification, Work Experience, and Skills Required:

Educational Qualification & Certifications:

• Must have a Bachelor’s degree in Business Administration, Management, or equivalent.
• Knowledge of ISO 9001 quality management standards is an added advantage.

Work Experience:

• Must have 3–6 years’ document control/administration experience, ideally within UAE Real Estate, Construction, or Property Development.

Skills required:

• Strong knowledge of document control procedures and industry best practices.
• Familiarity with UAE real estate laws, RERA regulations, and related documentation requirements.
• Proficiency in MS Office, SharePoint, EDMS, and ERP systems.
• Excellent organizational and multitasking skills.
• High attention to detail and accuracy in record-keeping.
• Strong communication, coordination, and stakeholder management skills.