Document Controller

Job Description

Emirati Talent- Document Controller
 

JOB TITLE

Emirati Talent – Document Controller

ROLE SUMMARY

The role is responsible for the timely, accurate and efficient storage maintenance and management of various types of lease agreements, license agreements and other types of documents being produced by Lease Contract Management department across all regions where Majid Al Futtaim operates, in accordance with the department’s document management standards.

ROLE PROFILE

• Manage document control processes including numbering, labeling, filing, scanning, storage, retrieval, and archiving of all documents in both electronic and physical formats across long term retail, short term retail, and mall promotions and media.
• Ensure all lease documents, licenses, correspondence, approvals, and notifications are accurately scanned, stored in SharePoint, and maintained in physical tenant folders.
• Maintain full control over the issuance and retrieval of physical files, including tracking movement across internal teams such as Legal, Leasing, and the leasing administration team.
• Implement and maintain an effective tracking system to monitor document movement, approvals, courier handling, and acknowledgments.
• Facilitate timely execution and internal signing of lease and related documents in both electronic and physical formats.
• Ensure all team members follow a standardized SharePoint folder structure for ease of access and document retrieval.
• Maintain and monitor the validity and accessibility of trade licenses and powers of attorney across all shopping malls.
• Enforce document control policies, conduct regular audits, and ensure the safekeeping of critical documents while controlling authorized access for internal and external stakeholders.

REQUIREMENTS

• Strong organizational, administrative, and planning skills.
• Excellent document management skills with high attention to detail.
• Good communication and interpersonal skills.
• Proficiency in Microsoft Office (Word and Excel) for reporting.
• Minimum high school or administration qualification.
• Minimum of 2 years work experience in document control or office management.