Document Controller

Job Title - Document Controller

Reporting To - Project Manager

Job Location - Navi Mumbai

No. of positions One (3)

About the Role: (summary)

Responsible for establishing, maintaining and controlling the project document management system for Data Centre projects at site. The role will ensure that all project documents, drawings, technical submissions, correspondence, reports and records are properly received, registered, distributed, tracked, updated, archived and readily available to authorized project team members.

The Document Controller will coordinate closely with Project Management, Engineering, Construction, Procurement, Quantity Surveying, Commercial, HSE, Consultants, Contractors and other stakeholders to ensure proper document control, traceability, confidentiality and timely distribution of project information.

Qualifications & Experience

• Qualification Diploma/bachelors degree in engineering/Document management, Business Administration, Engineering, Construction Management, Information Management or equivalent qualification is preferred.

• Minimum experience required 710 years, preferably with 5+ years of experience in a Document Controller role within construction, infrastructure or industrial projects.

Key responsibilities: (roles & responsibilities)

1. Establish, implement and maintain an effective project document control system in accordance with company, project and communication protocols.

2. Develop and maintain document registers, drawing registers, transmittal registers, correspondence registers, submittal registers and other project control logs.

3. Receive, check, register, distribute and control all incoming and outgoing project documents, drawings, technical submissions, correspondence and project records.

4. Ensure all documents are correctly identified, numbered, coded, dated, revised, distributed and filed, maintaining complete document traceability.

5. Ensure that the latest approved revisions of drawings and technical documents are available to the relevant project teams and that superseded documents are properly withdrawn from active use.

6. Manage the controlled distribution of approved drawings, specifications, method statements, material submittals, RFIs, inspection documents and other technical information to relevant stakeholders.

7. Prepare and maintain formal document transmittals and monitor the submission, review, approval and response status of project documents.

8. Monitor outstanding submissions, approvals, comments and responses, and regularly follow up with the concerned parties to ensure timely closure.

9. Maintain accurate electronic and hard-copy filing systems and ensure proper backup, archiving, confidentiality and controlled access to project information.

10. Manage project correspondence, including letters, emails, site instructions, notices, technical communications and other formal project records, in accordance with approved communication protocols.

11. Prepare and circulate meeting minutes to all concerned stakeholders within the required timeframe, in accordance with the approved communication and document control protocols.

12. Maintain a consolidated Meeting Minutes and Action Tracker, recording all action items, responsible persons, target dates and current status.

13. Regularly follow up on outstanding actions through the appropriate communication channels and obtain status updates from the respective responsible persons.

14. Escalate overdue, critical or unresolved action items to the relevant Project Manager or Management Team and ensure that agreed actions are properly tracked through to closure.

15. Prepare and maintain periodic document status reports, outstanding submission reports, action trackers and other document control reports required by Project Management and Senior Management.

16. Coordinate with Project Management, Engineering, Construction, Procurement, QS/Commercial, HSE, Consultants and Contractors to ensure timely flow, availability and control of project information.

17. Support project close-out and handover by compiling, checking, organizing and archiving as-built drawings, O&M documents, test certificates, warranties, approvals, meeting records and other final project documentation.

Must Have skills:

1. Strong experience in construction and project document control.

2. Good knowledge of document numbering, coding, revision control, transmittals and document registers.

3. Experience in managing drawings, technical documents, correspondence, RFIs, submittals and project records. Ability to coordinate effectively with Project Management, Engineering, Construction, Procurement, QS/Commercial, HSE, Consultants and Contractors.

4. Strong understanding of document revision and approval processes.

5. Experience in maintaining electronic and hard-copy document filing systems.

6. Proficiency in MS Office, particularly MS Excel, Word and Outlook.

7. Experience with document management systems, EDMS, SharePoint, Aconex or similar platforms.

8. Strong ability to monitor and track document submissions, reviews, approvals and outstanding actions.

9. Strong organizational, communication, coordination and follow-up skills.

10. Experience with Autodesk Construction Cloud or similar EDMS platforms.

11. Working knowledge of SAP/ERP systems and project management systems is an advantage.

12. Knowledge of construction drawings, specifications, method statements, material submittals and technical documentation.

13. Experience in preparing and maintaining project close-out and handover documentation.