Senior Document Controller Jones Lang LaSalle

Position Overview

The Senior Document Controller manages all project documentation for construction and project management activities, ensuring accurate tracking, distribution, and compliance with JLL standards and client requirements.

Key Responsibilities

Document Management System Administration

• Establish and maintain electronic and physical document management systems
• Configure document control platforms and create project-specific folder structures
• Maintain comprehensive document registers tracking all correspondence, drawings, and specifications
• Ensure system accessibility for authorized project stakeholders

Document Processing and Control

• Process architectural drawings, engineering specifications, RFIs, submittals, and transmittals
• Assign document numbers according to established coding systems
• Apply appropriate approval stamps and maintain version control
• Conduct quality checks for completeness, accuracy, and compliance

Distribution and Communication Management

• Distribute documents to project teams, consultants, contractors, and clients
• Maintain accurate distribution lists and issue transmittals with tracking
• Confirm receipt of critical documents
• Maintain comprehensive audit trails of all document exchanges

Records Maintenance and Archiving

• Organize filing systems for active and archived project documents
• File documents systematically for easy retrieval
• Manage retention schedules per contractual and legal requirements
• Prepare project close-out packages including as-builts, O&M manuals, and warranties

Compliance and Quality Assurance

• Ensure compliance with ISO 9001 standards and JLL quality management systems
• Conduct regular audits of document control processes
• Identify improvement areas and implement corrective actions
• Maintain project-specific documentation requirements

Team Coordination and Training

• Coordinate with project managers, engineers, architects, and contractors
• Provide training on document control procedures and software systems
• Supervise junior document controllers or administrative staff
• Facilitate communication between project stakeholders

Reporting and Analytics

• Prepare regular reports on document status and outstanding submittals
• Track pending approvals and key metrics
• Maintain real-time dashboards for project management visibility
• Provide analytics on document control activities