Executive - Document Controller

Key Responsibilities:-

1. Document Collection & Receiving

• Collect all project-related documents from internal departments, contractors, and

suppliers.

• Verify that documents received are complete, correct, and follow project/ company

standards.

• Maintain a log of all received documents.

2. Document Review & Quality Check

• Check documents for accuracy, formatting, revisions, signatures, and required

attachments.

• Ensure documents follow company procedures, client specifications, and industry

standards.

• Coordinate with engineers, managers, and contractors to correct any issues.

3. Document Registration & Tracking

• Register all documents in the Document Management System (DMS) or shared drive.

• Assign document numbers, titles, version numbers, and revision status.

• Track document progress and maintain up-to-date records of submissions, approvals,

and revisions.

4. Document Distribution

• Distribute approved documents to relevant internal departments and external

stakeholders.

• Ensure the latest versions are always available and older versions are clearly marked

as superseded.

• Inform project teams when new revisions or updates are released.

5. Filing & Archiving

• Organize documents in structured folders (physical and electronic).

• Maintain proper filing systems for easy retrieval during audits, inspections, or project

reviews.

• Archive completed project documents according to company policy and client

requirements.
6. Control of Confidential and Technical Documents

• Manage technical documents such as drawings, method statements, material

certificates, QA/QC reports, and inspection documents.

• Ensure confidentiality of sensitive documents and controlled access based on

authority levels.

7. Document Submission

• Prepare transmittals for document submissions to clients, consultants, or authorities.

• Ensure all submitted documents meet the required format and follow submission

guidelines.

• Keep records of all outgoing transmittals and monitor client feedback or approvals.

8. Supporting Invoicing and Commercial Activities

• Collect all supporting documents required for invoice submission (e.g., timesheets,

delivery notes, work completion reports, inspection reports).

• Attach and organize the required documents with each invoice package.

• Coordinate with the finance and project teams to ensure invoice documents are

complete and submitted on time.

9. Coordination & Communication

• Communicate with project managers, engineers, contractors, and clients regarding

document status.

• Follow up on pending approvals and overdue submissions.

• Attend project meetings to provide updates on document status.

10. Compliance & Standards

• Ensure all documentation follows the company Document Control Procedure.

• Follow client specifications and contractual requirements for documentation.

• Maintain compliance with ISO standards (e.g., ISO 9001 quality management).

Job Type: Full-time

Pay: ₹40,000.00 - ₹45,000.00 per month

Work Location: In person