JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether youve got deep experience in commercial real estate, skilled trades, and technology, or youre looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Document Control Executive
Work Dynamics

What this job involves:
Organizing Document Control and Management of documents of Corporate Services A Senior Document Controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments. Have an easy and accessible physical and soft copy of document control setup that will enable a person to trace the required document with ease at any point of time.

Prioritising the document control needs :
Strategic planning, implementation and maintaining the overall document control responsibilities. Manage the document control room. Understand the current format / methodology and client specific process of document management. Organize the pending documents in the format required which aligns to client standards and as per the clients document management process. Be the point of contact and owner for handling and management of all the documents requested by and issued to client and other owners.

Taking inventory of old files to streamline the documents (currently in process).Manage all flows of documents either in electronic form or on paper. Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving) as per client standards. Maintain and manage electronic and hard copy documents as required, Plan a soft copy documentation management/method meeting client IT security requirement.

Process incoming documentation (Internal distribution, archiving), Process outgoing documentation (transmit to Client and Suppliers/3rd parties), Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers) after Transmittal as and when needed. Ensure control and coordination of projects documentation and data, ensure all drawings/documentation are correctly identified, distributed and filed/stored.

General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality. Assistance in the preparation, collation and issue of reports and registers as may be required
Communicate and liaise with client management, Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.

Monitor technical documents review and approval in accordance with agreed schedule
Monitoring of documentation progress in cooperation with the project planner
Produce internal and external (Clients and Suppliers) over-due \\ expiry reports.
Initiate reminder mails of documents expiry to the respective document owners prior to the expiry date.
Follow up on the return of the renewed documents and store them at the document room as per the process.
Ensuring the use of standardized forms and templates
Set-up Projects folders and facilitate Project communication process with regards to the projects documents.
Establish and maintain the Master Document Register in cooperation with the client and document owners
Coordinate daily work of the document control as per Doc Con Standard Operation Procedure & client Guidelines provided including information creation, receipt, storage & retrieval.
License and Permit Tracker Tool updating and maintaining tracker.
Provide periodical reports to client management on the progress of document control management.
Provide required documentation and respond to audit requirements in consultation with client document owners.
Coordinate with client site / regional document control and management program owners for any document management process updating, new process implementation, document management tool deployment etc.,
Strictly follow client Code of Conduct and Ethics compliance, and highlight risks if any in the form of a tracker that will be provided to client management on a monthly basis
Provide timely feedback to client management on progress and issues if any
On completion of the ongoing and immediate compliance needs, advice Intel teams on sustenance actions.
Conduct Document Control process and procedures trainings as and when needed.

Going above and beyond expectations
Client satisfaction is second nature to the person in charge. In this role, youll take on difficult issues and seek out opportunities to improve operations. Youll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.

Sound like you? To apply you need to have:
Strong knowledge of property operations
Playing a key role, the ideal candidate holds a degree and at least three to five years experience in document management. You must also demonstrate good working knowledge in document control, as well as aptitude in client-centric operations.

Solid background in team management
Are you an adept leader with a proven track record in document management ? Are you capable of effectively rolling out improvement plans? Do you possess superior communications and reporting skills? If these soft skills are your areas of expertise, then we are more than thrilled to have you aboard.

What we can do for you:
At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

If this job description resonates with you, we encourage you to apply even if you dont meet all of the requirements below. Were interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL -

Were 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 102,000 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. Thats why were committed to our purpose to shape the future of real estate for a better world. Were 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 were 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 were headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.