Document Controller

Key Responsibilities

Document & File Management

• Arrange, manage, and maintain all project documents and files with proper classification and easy retrieval.
• Maintain separate physical and digital filing systems for each job/project.
• Ensure version control, data accuracy, and confidentiality of all documents.
• Follow company documentation standards, processes, and internal controls.

Invoicing & Cost Management

• Handle invoice submissions through client or internal portals and ensure timely uploads.
• Prepare quotations and invoices as per project and client requirements.
• Prepare cost sheets for on-call jobs where quotations are not required.
• Coordinate with finance to ensure document accuracy and completeness.

Trackers & Reporting

• Maintain and regularly update Excel trackers for:
• Job status
• Job completion
• Job/Project costs and expenses
• Update all relevant trackers immediately after job completion, ensuring accurate status, costs, and remarks.
• Generate, download, and maintain reports from the company system/software related to:
• Inquiries
• Job status
• Job completion
• Other operational requirements

System & Data Management

• Update and maintain accurate and timely data in the company software/system.
• Ensure all CSEs update inquiry details, job status, and related information correctly.
• Monitor system entries and follow up with internal teams for missing or incorrect data.

Proposals & Management Reporting

• Prepare proposals based on internal inputs and management requirements.
• Prepare, format, and present reports for management, clients, or internal reviews.

Administrative & Coordination Support

• Maintain employee data in internal trackers (attendance, allocation, basic details, responsibilities, etc.).
• Support internal teams by providing documents, reports, and required data.
• Coordinate with project teams, finance, and management for documentation needs.
• Assist with general administrative and coordination tasks as assigned.

Audit & Compliance Support

• Support audits, internal reviews, and checks by providing required documents and system reports.

Skills & Competencies

• Strong organizational and document control skills
• Proficiency in MS Excel and document management systems
• High attention to detail and accuracy
• Ability to manage multiple projects and deadlines
• Good coordination and communication skills
• Understanding of confidentiality and data control practices

Job Type: Full-time

Work Location: In person