Document Controller - Real Estate Asset Development

Company Overview

Originating in the 1930s as a trading entity, Al-Futtaim Group has evolved into a diversified and progressive private regional enterprise headquartered in Dubai, UAE. It operates in five main sectors: automotive, financial services, real estate, retail, and healthcare, employing over 35,000 personnel across more than 20 countries in the Middle East, Asia, and Africa. The group collaborates with over 200 internationally esteemed brands, emphasizing entrepreneurship and customer-centered growth to adapt to societal needs.

Guided by values of respect, excellence, collaboration, and integrity, Al-Futtaim Group is dedicated to enhancing the lives and ambitions of its clientele every day.

Role Overview

The Document Controller in the Real Estate Asset Development division is tasked with overseeing the comprehensive management of project documentation, correspondence, and administrative coordination within the department. This role ensures meticulous maintenance, prompt distribution, and secure archiving of all project records through document management platforms such as Aconex. The position is critical in maintaining clarity, traceability, and adherence to compliance throughout all project stages from inception to completion.

Key Responsibilities

• Manage the project document control system, specifically utilizing Aconex.
• Register, monitor, distribute, and archive all incoming and outgoing documents, including correspondence, drawings, reports, RFIs, submittals, and contracts.
• Maintain precise document logs and enforce strict version controls.
• Ensure timely dissemination of documents to relevant parties.
• Oversee document submission workflows to comply with approved control procedures.
• Configure and maintain project workflows, access permissions, and distribution matrices within Aconex.
• Ensure compliance by consultants and contractors with document submission standards.
• Produce reports detailing document statuses, overdue items, and approval timelines from Aconex.
• Offer basic user assistance and support regarding Aconex usage.
• Arrange meetings, prepare meeting agendas, and manage logistical requirements.
• Accurately record and promptly distribute meeting minutes.
• Track actions and follow up on outstanding items effectively.
• Provide administrative assistance to the Cultural Projects Department Director and team members.
• Maintain electronic and physical filing systems according to corporate standards, ensuring the secure storage of sensitive and contractual materials.
• Assist in compiling final project documentation, including as-built records and handover packages.
• Archive completed projects according to audit and compliance policies.
• Act as the principal contact for document-related interactions among consultants, contractors, and internal stakeholders.
• Ensure official correspondence adheres to standardized templates and approval workflows.
• Track deadlines and facilitate timely responses to official communications.

Qualifications and Skills

• Bachelor’s degree in Business Administration, Project Management, Engineering, Information Management, or related disciplines.
• Three to five years of experience in document control or project administration, ideally within construction, engineering, real estate, or cultural project sectors.
• Demonstrated capability in managing Aconex for complex projects involving multiple stakeholders.
• Solid understanding of document control procedures, version management, and records maintenance.
• Effective organizational and communication skills.
• Proven ability to handle confidential and sensitive documentation professionally.

About Al-Futtaim Group Real Estate

The real estate arm of Al-Futtaim oversees a multi-billion-dollar portfolio across MENA, encompassing residential, commercial, retail, tourism, educational, and healthcare developments. It manages all aspects from project inception through development, sales, procurement, construction, operation, and facility management. With over 40 years of experience, Al-Futtaim Group Real Estate drives economic potential and regional development through master planning key projects, including Dubai Festival City and Cairo Festival City.

The division focuses on building meaningful partnerships and services to enhance customer experiences across all properties.