Document Controller

About Jll

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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.

Job Summary

As a Document Controller, you will be the guardian of our project’s commercial integrity, ensuring the seamless and accurate flow of all financial and contractual documentation. In our dynamic and growing consultancy, this pivotal role is essential for mitigating commercial risk and supporting our quantity surveying teams in delivering multi-million dollar projects on time and within budget.

Key Responsibilities

• Establish and manage the project’s Common Data Environment (CDE), enforcing strict version control and naming conventions for all commercial and contractual documents.
• Process, distribute, and meticulously track all incoming and outgoing project correspondence, including RFIs, technical submittals, and formal contractual notices.
• Manage the complete document lifecycle for key pre-contract deliverables, including Cost Plans, Bills of Quantities (BoQs), and specifications.
• Coordinate the entire tender submission process by collating, formatting, and issuing tender packages to contractors and managing the controlled return of all submissions.
• Control the flow of all post-contract financial documentation, including contractor applications for payment, Variation Orders, and interim Payment Certificates, ensuring timely review and approval by the commercial team.
• Maintain and issue accurate and up-to-date document registers and transmittals to all relevant project stakeholders, providing a clear audit trail.
• Implement and oversee document workflows for internal and external review cycles, ensuring comments are correctly collated and documents are updated and redistributed efficiently.
• Support the commercial team during project financial audits and in the event of disputes by providing accurate, complete, and easily retrievable documentation trails.
• Prepare and compile final account documentation and handover packages, including as-built drawings and warranties, for project closeout.
• Provide essential training and ongoing support to project staff on document control procedures and the use of the CDE to ensure firm-wide compliance and quality.

Required Qualifications & Skills

• A minimum of 3-5 years of dedicated document control experience within the AEC industry, ideally for a cost consultancy, project management firm, or main contractor.
• Expert proficiency with at least one major industry-standard Electronic Document Management System (EDMS).