Document Controller
2 weeks ago
JLL supports the Whole You, personally and professionally.
About JLL
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 92,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
**Job Summary**: We are looking for a Document Controller for a major program in Riyadh, Saudi Arabia. The Document Controller will be directly reporting to the Project Director and will serve as a primary point of operational and administrative contact for internal and external constituencies. As a Document Controller with a focus on client satisfaction, your primary responsibility will be to ensure the efficient and organized management of project documentation, while maintaining a high level of service to our clients. You will be responsible for overseeing the lifecycle of documents, managing document repositories, and ensuring compliance with internal procedures and client requirements. This role requires excellent organizational and communication skills, attention to detail, and a client-centric mindset.
**Key Responsibilities**:
**Document Management**:
Develop and implement an efficient document control system to track, update, and maintain project documentation throughout its lifecycle.
Organize, classify, and maintain a master register of documents, ensuring accuracy and completeness.
Coordinate document reviews, approvals, and distribution to clients and contractors.
Monitor documentation compliance with internal procedures, contractual requirements, and specific client instructions.
Identify and resolve any discrepancies or inconsistencies in documentation.
Perform document control services on projects in accordance with document management systems, controls, processes, and procedures, and any project-specific regulatory requirements.
**Document Control Systems**:
Utilize document control software systems like ACONEX to manage, track, and archive project documentation.
Regularly review and improve document control procedures and systems to enhance efficiency and accuracy.
Provide training and support to project team members on document control processes and systems.
**Client and Contractor Communication and Support**:
Act as the main point of contact for clients regarding document management and control.
Ensure timely and accurate communication with clients, addressing inquiries, concerns, and document-related requests.
Collaborate with project managers and other team members to meet client expectations and deliver quality service.
Ensure the implementation of the correct EDMS procedures to all Contractors and Clients
Demonstrated ability to interact effectively with Clients and Contractors.
**Quality Assurance**:
Implement quality control measures to ensure accuracy, consistency, and completeness of project documentation.
Conduct regular audits of document control processes to identify areas for improvement and mitigate risks.
Monitor compliance with document control standards and procedures, including version control and document security.
Performing quality control checks to ensure that digital files are Complete, Legible, and properly oriented. Consistently identified with the file naming convention and archived appropriately with the file directory structure convention.
Review Client and project procedures and ensure the document control processes are aligned with the same.
**Team Collaboration**:
Collaborate with project teams to establish document control requirements and standards for each project.
Provide guidance and support to project team members, ensuring adherence to document control processes and procedures.
**Skills and competencies**:
Bachelor's degree is preferred.
Previous experience as a Document Controller or in a similar role is highly desirable.
Proficiency in using document control software systems (e.g., SharePoint, Aconex) is preferred.
Strong knowledge of document control policies, proce
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