Document Controller, Lease Contract Management

JOB TITLE
Document Controller | MAF Properties | Asset Management

ROLE SUMMARY
The role is responsible for the timely, accurate and efficient storage maintenance and management of various types of lease agreements, license agreements and other types of documents being produced by Lease Contract Management (LCM) department across all regions where Majid Al Futtaim operates, in accordance with the department’s document management standards.

ROLE PROFILE

1. Control the numbering, labeling, sorting, filing, copying, scanning, storing, retrieval, receiving, sending and archiving of both electronic and hard copy of all types of documents produced by LCM for long term retail (LTR) and short term retail (STR).
2. Ensure all physical file folders are accounted for, for LTR, STR and MPM. Conduct periodic inventory of all active units and ensure physical file folders are properly stored and filed safely, across regions.
3. Ensure all leases, licenses and all other lease documents, correspondence, notifications, approvals, etc., per tenant or unit are properly scanned and saved in the department’s shared repository (SharePoint).
4. Ensure full control of the storing and retrieval of each tenant’s physical file folders, especially when the physical file folder is provided to or borrowed by internal stakeholders like Legal, Leasing or anyone from LCM.
5. Implement and follow an effective and efficient tracking system to monitor the issuance, release, receipt, sending by courier, borrowing, signing off, etc., of all documents, electronic or on paper.
6. Be able to facilitate timely internal signature of all lease documents, electronic or on paper.
7. Ensure each member of the LCM team follows and maintains the proper folder structure in SharePoint for ease of retrieval and referencing.
8. Ensure all trade licenses for each shopping mall of MAF including power of attorneys (POAs) for all Majid Al Futtaim signatories are up to date and valid and easily accessible by the LCM team.

REQUIREMENTS

1. A Bachelor’s degree in Business Administration or equivalent.
2. Minimum 2 years work experience in Document Controller position and/or office management.
3. Proficient in MSOffice (Word and Excel).
4. Excellent organizational, administrative and planning skills.
5. Fluency in the English language.

WHAT WE OFFER

1. At Majid Al Futtaim, we’re on a mission to create great moments, to spread happiness, to build, experiences that stay in our memories for a lifetime. We’re proud to say that over the past 27 years, we have built a reputation as a regional market leader in what we do. Join us!
2. Work in a friendly environment, where everyone shares positive vibes and is excited about our future.
3. Work with over 45,000 diverse and talented colleagues, all guided by our Leadership Model.