Job
Description
JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Key ResponsibilitiesDocument Management
Establish and maintain document management systems for drawings, specifications, submittals, RFIs, and as-built records
Implement version control, distribution protocols, and archival standards across EDMS platforms (Aconex, Procore, BIM 360)
Create and maintain master document registers with proper naming conventions and access controls
Process contractor submittals including shop drawings, material data, and test certificates
Coordinate review cycles with architects, engineers, consultants, and client representatives
Manage RFI registers including issuance, distribution, response tracking, and close-out
Control document security protocols and access permissions
Statutory Approval Coordination
Develop and maintain approval tracking matrices for all regulatory requirements
Coordinate submissions for building permits, environmental clearances, fire NOCs, utility connections, and occupancy certificates
Track approval timelines and escalate delays impacting project critical path
Maintain detailed records of all correspondence, submissions, and approvals from statutory agencies
Follow up persistently on pending submissions with government authorities and regulatory bodies
Monitor regulatory changes and communicate updated requirements to project teams
Ensure compliance with building codes, zoning regulations, environmental laws, and industry-specific requirements
Compliance & Reporting
Ensure documentation complies with contractual requirements, ISO 9001 standards, and client specifications
Prepare documentation packages for internal audits, external audits, and regulatory inspections
Maintain evidence files demonstrating statutory compliance for handover and final approvals
Generate weekly/monthly reports on document control status and pending approvals
Provide dashboards tracking approval milestones, outstanding submissions, and critical path impacts
Create project closeout documentation including as-built drawings, O&M manuals, warranties, and test certificates
Maintain project closeout checklists and handover documentation status reports
Stakeholder Management
Serve as primary liaison between project teams, consultants, contractors, and regulatory authorities
Coordinate with architects, structural engineers, MEP consultants, and specialty consultants
Facilitate document review meetings and maintain minutes with action items
Provide regular status updates to project management on documentation and approval timelines
Lead and mentor junior document controllers and administrative support staff
Develop and conduct training sessions on document management procedures and EDMS platforms
Establish standard operating procedures (SOPs) for document control processes
Required QualificationsEducation & Certifications
Bachelor's degree in Civil Engineering, Construction Management, Architecture, or related discipline
Diploma or certification in Document Management, Project Management, or Quality Management (preferred)
ISO 9001 Quality Management System training or Lead Auditor certification (advantageous)
Certifications in EDMS platforms such as Aconex, Procore, or BIM 360 (highly valued)
Experience
15+ years of progressive experience in document control and statutory approval management within construction industry
Proven track record managing documentation for projects valued at $100M+
Experience across commercial, residential, hospitality, healthcare, or mixed-use developments
Full project lifecycle experience from design development through construction completion and handover
Demonstrated expertise navigating complex regulatory environments and multi-jurisdictional approval processes
Experience with both new construction and renovation/retrofit projects (preferred)
Technical Proficiency
Expert-level knowledge of EDMS platforms: Aconex, Procore, Autodesk BIM 360, Newforma, or ProjectWise
Advanced Microsoft Office Suite proficiency including Excel (pivot tables, formulas, macros)
Familiarity with document control features in Primavera P6, MS Project, or similar software
Understanding of CAD file formats, drawing management, and version control protocols
SharePoint administration and workflow automation experience (preferred)
Regulatory & Compliance Knowledge
Comprehensive understanding of local, state, and national building codes and approval processes
In-depth knowledge of statutory requirements: building permits, environmental clearances (EIA, EC), fire NOC, structural stability certificates, occupancy permits
Familiarity with utility approval processes for electricity, water, sewage, telecom, and gas connections
Understanding of contractual obligations related to document control (FIDIC, JCT, or local contracts)
Knowledge of quality management systems (ISO 9001) and document control standards
Construction Industry Expertise
Strong understanding of construction drawings, specifications, and technical documentation
Knowledge of architectural, structural, MEP, and landscape disciplines
Familiarity with submittal review processes, shop drawing approvals, and material procurement documentation
Understanding of testing and commissioning documentation requirements
Knowledge of as-built documentation, O&M manual compilation, and project closeout procedures
Key Attributes & Professional CompetenciesMeticulous attention to detail with zero-tolerance approach to documentation errors
Exceptional organizational skills managing multiple concurrent projects and competing deadlines
Proactive communication style with persistent follow-up capabilities
Problem-solving mindset identifying bottlenecks and implementing corrective measures
Diplomatic approach to managing relationships with government officials and regulatory authorities
Strong sense of accountability and ownership over documentation quality and approval timelines
Ability to work under pressure during critical project phases while maintaining accuracy
Adaptability to evolving regulatory requirements and technology platforms
Preferred Additional ExperienceExperience with LEED, WELL, or other green building certification documentation
Knowledge of heritage or conservation project approval processes
Familiarity with airport, healthcare, or infrastructure project-specific regulatory requirements
Experience managing documentation for international projects or multinational development teams
Background in quality assurance or project controls functions
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
