Document Controller

Job Purpose:

Provide administrative, document control, and reporting support to the Leasing & Facilities Management team by ensuring that property, tenant, least, contract, and facility records are complete, accurate, updated, and properly organized.

Key Responsibilities:

Document Control

• Maintain organized physical and digital files for all properties.
• Manage lease contracts, amendments, tenant documents, permits, certificates, service contracts, and facility records.
• Ensure proper filing, naming, version control, and easy retrieval of documents.
• Monitor document expiration, renewal, and submission deadlines.

Leasing Administration

• Maintain the Lease and Tenant Masterlist and leasing trackers.
• Monitor lease start/end dates, renewals, escalations, deposits, and other key lease information.
• Prepare and organized Lease Offers, contracts, amendments, turnover documents, and tenant files.
• Coordinate with Leasing, Finance, Legal, and tenants for required documents and follow-ups.

Facilities Administration

• Maintain records for preventive maintenance, work orders, inspections, equipment, contractors & service providers.
• Track PM schedules, service reports, permits, certificates, and compliance requirements.
• Maintain records of facility issues, corrective actions, and completion status.
• Assist in monitoring CAPEX, OPEX, PR/PO, quotations, and related documents.

Reporting & Data Management

• Maintain accurate and updated property, tenant, lease, and facility databases.
• Consolidate data and prepare weekly/monthly reports, trackers, and management presentations.
• Support the development and maintenance of one centralized portfolio data and reporting system.
• Check data accuracy and ensure reports are supported by proper documentation.

Administrative & Coordination Support

• Prepare letters, transmittals, minutes, reports, and other routine correspondence.
• Coordinate meetings, inspections, tenant activities, and property-related schedules.
• Monitor action items and follow up with concerned departments, tenants, contractors, and suppliers.
• Provide day-to-day administrative support to the Leasing & Facilities Management Head Team.

Key Deliverables/KPIs:

100% updated and organized property and tenant records

• Accurate and updated lease and facility trackers
• Timely Monitoring of lease expirations, renewal, permits, and contracts
• Complete and properly filed maintenance and service records
• Accurate and timely weekly/monthly reports
• Timely follow-up and closure of pending documents and action items
• Reliable and accessible portfolio master data

Qualifications:

• Bachelor's degree in Business Administration, Office Administration, Property Management, or related field.
• 1-3 years' experience in administration, document control, leasing, property management, or facilities management.
• Proficient in MS Excel, Word, PowerPoint, and Outlook.
• Strong organizational, documentation, coordinatin, and follow-up skills.
• Detail-oriented, systematic, and able to manage multiple properties and deadlines
• Experience with D365 or similar ERP/document management systems is an advantage.

Core Competency:

• Organized
• Detailed-oriented
• Data-driven
• Reliable
• Strong follow-through
• Good coordination skills

Education:

• Bachelor's (Preferred)

Experience:

• Administrative: 3 years (Preferred)

Work Location: In person