Real Estate - Document Controller

Job Summary

We are seeking a highly organized and detail-focused Document Controller to manage all project documentation across real estate development activities. The Document Controller will be responsible for maintaining, organizing, and safeguarding hard and soft copy documents, ensuring they are accessible, accurately logged, and properly distributed to support the efficient functioning of the project team.
The ideal candidate will have strong experience with document control systems, excellent attention to detail, and the ability to coordinate effectively between internal teams and external stakeholders.

Key Responsibilities1. Document Control & Management

• Maintain, update, and organize all project documents in both digital and physical formats.
• Manage incoming and outgoing correspondence, ensuring accurate logging and tracking.
• Operate and maintain document control systems such as Primavera, Aconex, or similar platforms.
• Maintain project and package coding structures for all documentation.
• Ensure timely distribution of documents and information to relevant team members.

2. Quality Assurance & Compliance

• Verify completeness and accuracy of submitted documents, drawings, reports, and correspondence.
• Identify missing documentation and notify managers accordingly.
• Ensure documentation adheres to company standards and project requirements.
• Maintain document backups, including server backups and file conversions.

3. Coordination & Communication

• Coordinate with consultants, contractors, suppliers, and authorities regarding document submissions and approvals.
• Work closely with the project team, providing necessary documents and support for ongoing activities.
• Facilitate smooth communication between internal stakeholders and external document control teams.

4. Reporting, Archiving & Retrieval

• Prepare hard copy prints, reports, and documentation bundles as required.
• Maintain structured archiving systems to ensure efficient retrieval of historic project files.
• Support the project team with timely access to drawings, letters, contracts, reports, and other project information.
• Track document revisions, approvals, and distribution lists.

5. Administrative & Organizational Support

• Ensure proper storage mechanisms for all project-related documents.
• Assist the project team with administrative requests related to documentation or record-keeping.
• Contribute to continuous improvement of document management processes and standards.

RequirementsEducation

• Bachelor’s Degree in any discipline.

Experience

• 5–10 years of experience in document control roles, preferably within construction or real estate development projects.

Technical Competencies

• Document Control Systems & Digital Platforms (Aconex, Primavera, etc.)
• Project Documentation & Record Management
• Quality Assurance for Documentation
• Reporting, Tracking & Logging
• Information Archiving & Retrieval Systems

Behavioral Competencies

• Exceptional Attention to Detail
• Strong Organizational & Time Management Skills
• Effective Communication & Coordination
• Dependability & Accountability
• Confidentiality & Professional Integrity

Leadership Competencies

• Planning & Structuring of Documentation
• Process Improvement & Standardization
• Stakeholder Support & Influence
• Training & Mentorship for Document Standards
• Ownership & Professional Discipline

Job Types: Full-time, Part-time, Contract

Application Question(s):

• How many years of experience do you have as a document controller in the real estate development field?