Document Controller -Tenant Fit-out Coordination

Document Controller - Tenant Fit-out Coordination

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. 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. 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), English (Good). Excellent typing and editing skills. Understanding of data security and confidentiality protocols. Previous experience working with ERP (Yardi) systems. If you are enthusiastic about developing your career within the real estate and construction sector and have a passion for supporting successful tenant fit-out delivery, we encourage you to apply and become an essential part of our motivated and collaborative team.

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