Document Controller

The Role

At HelloConnect, you will be part of a dynamic team in that embraces innovation and leverages advanced technology to create exceptional experiences. Our culture is built on collaboration, continuous learning, and a commitment to excellence. You’ll have the opportunity to work on impactful projects, develop your skills, and grow within a supportive environment that values diverse perspectives and experiences.

In this role, you will take on a key responsibility in maintaining the integrity, synchronization, and archiving of all technical construction documentation, project registers, and real estate lease records across HelloFresh's international portfolio, contributing to our ongoing efforts to drive business success and enhance customer satisfaction.

We’re looking for passionate individuals who can bring their unique skills and ideas to the table. Even if you don't meet every requirement but believe you’d excel in this role, we’d love to hear from you!

What you’ll do

• Synchronize External Platforms & Internal Folders: Routinely download, mirror, and organize current drawings, specs, and permits from external CDE platforms (e.g., DALUX, AutoDesk Construction Cloud, PlanRadar, OpenSpace, ProStream) into HelloFresh’s internal Google Drive / SharePoint structures using strict version control and naming conventions.
• Manage Internal Archiving & Audits: Maintain live project folders, track document revisions, archive superseded files, and execute thorough end-of-project file audits (as-builts, permits, test certificates, handover packs) to ensure full deliverable compliance.

• Enforce Quality & Flag Discrepancies: Create and manage comprehensive document registers and transmittal logs, proactively identifying and escalating missing, outdated, or inconsistent documentation to Project Managers.

• Support Lease Management Systems: Assist with data entry and lease abstracting in systems such as VisualLease and AssetWize, extracting key dates, rent terms, and costs, ensuring records remain accurate through lease renewals and amendments.

• Provide General PMO & Administrative Support: Support project management operations by maintaining action logs, drafting meeting minutes, and preparing status reports and presentations for the international Property Team.

• Cross-Functional & External Collaboration: Maintain clear, professional communication with internal stakeholders (Legal, Finance, PMs) as well as external general contractors, architects, and landlords across European and international markets.

What you’ll bring

• Proven Document Control Experience: Prior background handling document registers, revision tracking, and structural archiving, ideally within construction, real estate development, architectural, or facilities management environments.
• CDE & Cloud Platform Proficiency: Hands-on exposure to Common Data Environments (e.g., DALUX, AutoDesk Construction Cloud, PlanRadar, OpenSpace) along with strong competence in Google Workspace (Drive, Sheets, Docs) and Microsoft Office 365.

• Meticulous Attention to Detail: Exceptional accuracy and thoroughness in data entry, file organization, auditing deliverables, and identifying document inconsistencies.

• Strong Written English Communication: High level of English literacy to independently correspond with international consultants, external general contractors, and internal leaders.

• Schedule Alignment & Autonomy: Willingness and capability to work on Central European Time (CET/CEST) shifts to collaborate seamlessly with the European Property Team while managing multiple project deadlines independently.

• Aptitude for Lease Administration (Bonus): Familiarity with lease abstracting or databases (e.g., VisualLease, AssetWize) is a plus, though full training on internal lease systems will be provided.

What we offer

• Competitive Compensation: Beyond the standard package, we offer perks like Long Service Benefits (anniversary bonus) to recognize and celebrate your dedication
• Wellness & Perks: We prioritize your well-being by offering mental health support, HMO medical coverage, generous leave benefits plus life insurance for both you and your family's peace of mind
• Growth Opportunities: Invest in your personal development with an annual learning & development budget, plus access to the 360 Learning platform
• Dynamic Environment: Join a rapidly growing global Business Process Outsourcing company, where you'll collaborate with a diverse community spanning across multiple continents and cultures
• Work-Life Balance: Enjoy a healthy balance between your professional and personal life, with a supportive environment that prioritizes your well-being and personal time

Are you up for the challenge?

The first step to your new role starts here. Send in your application, along with your salary expectations and preferred start date. Our dedicated team will thoroughly review your details. We are excited to connect with you soon!

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