Contract Document Controller

Were 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 companys 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 bachelors 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.