Professional, PDS Projects - Document Controller Cum Approval Tracker Specialist

JLL empowers you to shape a brighter way.  

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.   

Key Responsibilities

Document 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 Qualifications

Education & 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 Competencies

• Meticulous 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 Experience

• Experience 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

Location:

On-site –Mumbai, MH

Scheduled Weekly Hours:

48

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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.