Document Controller

Bayut; Saudi Arabia; On-site; SAR 150,000 - 200,000; Full time

Job summary

A leading real estate platform in Saudi Arabia seeks a Document Controller responsible for managing all sales-related documents. You will ensure timely document collection and organization, support the sales team with contract preparations, and serve as a liaison between departments to facilitate smooth document flow. The ideal candidate will possess strong organizational skills and prior experience in document management.

Qualifications

• Proven experience in document management and administrative support.
• Strong organizational skills with attention to detail.
• Excellent communication skills to liaise with various teams.

Responsibilities

• Follow up with Sales Managers for timely document submission.
• Prepare and draft sales contracts and amendments.
• Maintain organized physical and digital filing systems.

Job description

As the Document Controller, you are responsible for ensuring the timely completion, collection, and accuracy of all sales-related documents. You will serve as the “connection” between Sales Managers, Consultants, and internal departments, following up on missing paperwork, collecting booking forms, preparing contract amendments, making copies, and supporting the documentation process. You will also be responsible for keeping documentation accurate, organized, and complete, enabling the Sales Development team to finalize smoothly and on time.

KEY RESPONSIBILITIES

Document Collection & Follow-Up

• Actively follow up with Sales Managers and Consultants to ensure all booking forms, contracts, and supporting documents are completed and submitted on time.
• Collect, verify, and organise booking forms, identification documents, and related paperwork from internal teams and clients.
• Remind and track outstanding documentation requirements to ensure the timely completion of files.

Document Preparation & Drafting

• Prepare, draft, and format sales contracts, booking forms, amendments, and addenda as instructed by the Sales Documentation Executive.
• Support in writing contract amendments, details, and adjustments as required.
• Make copies, circulate, and archive contracts and related documents.

Documentation Management

• Maintain both physical and digital filing systems for all booking documents, sales contracts, and client files.
• Ensure that all sales-related documentation is accurate, up-to-date, and readily accessible for review.
• Assist in compiling and drafting standard document templates for recurring sales activities.

Coordination & Administrative Support

• Act as a point of contact between Sales Managers, Sales Consultants, and the Documentation team to ensure a smooth flow of paperwork.
• Coordinate with Finance, Legal, and Sales Development teams for pending documentation.
• Support the sales documentation process by running administrative errands, making copies, and ensuring the circulation of documents for approvals.
• Collect, review, and circulate booking forms and contracts.
• Draft and prepare sales agreements, addenda, and amendments.
• Follow up with internal teams to complete pending documents.
• Organise and maintain a filing system for all physical and electronic sales documents.
• Provide administrative support for documentation activities.