Senior Analyst - Document Controller

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Document Controller Responsibilities

Document Management

• Maintain the document filing system on ACC

• Assign codes and references according to predetermined nomenclatures

• Manage document versions and revisions

• Keep document registers up to date

• Train users on the document management system

Quality Control

• Verify compliance of received documents

• Check completeness and consistency of information

• Validate signatures and approvals

• Report non-conformities

Coordination of Approval Workflow on ACC

• Initiate approval cycles according to defined procedures

• Participate in approval reviews with the design team and developer

• Transmit documents to approvers in the established order

• Follow up with approvers in case of delays

• Monitor approval deadlines and alert when exceeded

Approval Matrix Management

• Maintain the approvers matrix (who approves what)

• Develop and update the document approval dashboard

• Verify authority levels and required signatures

• Identify approvers according to document type

Approval Process Tracking

• Record statuses (pending, approved, rejected, approved with comments)

• Document approvers' comments and observations

• Trace complete approval history and maintain associated dashboard daily

• Archive approval evidence (emails, signatures)

Approval-Specific Reporting

• Produce reports on documents pending approval

• Identify bottlenecks in the process

• Measure average approval times by document type

• Report blocked or overdue documents

Project Closeout

• Manage document handover at project end

Daily Monitoring

Dashboards and Tracking:

• Create and maintain the site versus program comparison dashboard

Reporting and Coordination:

• Produce weekly reports

• Manage project-related meeting agenda and scheduling/Ensure meeting coordination

• Prepare and distribute meeting minutes

Location:

Scheduled Weekly Hours:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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