Job Openings Contract Document Controller

About the job Contract Document Controller

We're Hiring: Contract Document Controller

We are supporting our client in hiring an experienced Contract Document Controller to join their team.

Job Purpose Summary:

The Contract Document Controller is responsible for managing, organizing, and maintaining all lease-related documentation and tenant records across the company's property. The role ensures that all documents are complete, compliant with regulatory requirements, and easily retrievable. This position plays a critical role in supporting leasing operations by ensuring document integrity, regulatory compliance (Tawtheeq), audit readiness and timely availability of contract documentation, while minimizing operational and legal risks.

Roles & Responsibilities:

  • Document Management & Record Keeping:
    • Manage the physical and digital storage of all executed lease agreements and tenant documentation.
    • Ensure proper filing, labeling, and organization of lease files.
    • Maintain centralized and standardized document repositories for easy access and retrieval.
    • Ensure all documents are stored in accordance with company procedures.
    • Safeguard confidentiality and security of sensitive tenants and contractual information.
  • Regulatory Compliance & Tawtheeq Documentation:
    • Verify completeness and accuracy of all documents prior to Tawtheeq submission.
    • Ensure all lease documentation meets regulatory standards before archiving.
    • Coordinate with Leasing and Government Liaison teams to obtain and validate required documentation.
    • Maintain accurate records of regulatory submissions, approvals and status tracking.
    • Support adherence to local tenancy laws and regulatory frameworks.
    • Identify compliance gaps and follow up to ensure closure prior to contract activation
  • Document Control, Distribution & Access:
    • Control and manage the distribution of lease documents to relevant departments (FM, PM, Finance, Legal).
    • Ensure only authorized access to sensitive documents.
    • Maintain strict version control of all lease documentation to avoid duplication or inconsistencies.
    • Ensure timely circulation of finalized contracts to support operational and financial processes.
    • Act as the central reference point for all contract-related documentation requests.
  • Document Audits & File Integrity:
    • Conduct periodic audits of lease files to ensure completeness, accuracy, and compliance.
    • Verify presence of all required signatures, attachments, and supporting documents.
    • Identify missing, inconsistent, or incomplete records and ensure corrective actions are taken.
    • Ensure compliance with internal audit requirements and procedures.
    • Maintain audit-ready documentation at all times.
    • Report audit findings, risks, and compliance gaps to the Contract & Leasing Lead
  • Archiving, Expiry Tracking & Retrieval:
    • Monitor expiration of tenant legal documents (QID, passports, trade licenses) and flag renewals.
    • Manage the archiving of expired lease contracts in accordance with retention policies.
    • Ensure compliance with data retention and legal requirements.
    • Facilitate timely retrieval of documents for internal use or legal matters.
    • Support dispute resolution processes and legal cases by providing complete and accurate documentation.

Any other task assigned by the direct superior.

Skills:

  • Technical / Functional Skills:
    • Document control and records management.
    • Knowledge of lease documentation and regulatory requirements.
    • Familiarity with Tawtheeq and tenancy documentation processes.
    • Data organization and filing systems.
    • Audit and compliance support.
  • Professional Skills:
    • Strong attention to detail and accuracy.
    • Organizational and recordkeeping skills.
    • Confidentiality and data protection awareness.
    • Communication and coordination skills.
    • Ability to manage large volumes of documents.

Education:

Diploma or bachelor's degree in Business Administration, Records Management, Law or Legal Studies, Information Management, or related field.

Certificates:

Preferred Certifications include:

  • Document control or records management certification
  • Compliance or audit-related training

Computer Literacy:

  • Computer literate.
  • Proficiency in:
    • MS Office.
    • Document Management Systems (DMS).
    • Property Management Systems (PMS).

Languages:

English fluent.
Arabic is preferred.

Experience

  • 3 - 5 years of experience in document control, records management, or administrative roles.
  • Experience in real estate, leasing, or legal documentation environments is preferred.
  • Experience handling regulated documentation (e.g., tenancy, contracts) is an advantage.

Or refer someone