Document Controller

Job highlights

• Maintain staff attendance records and shift rosters.
• Arrange local purchases as required.

1. EFFIGO & BIM Portal Responsibilities:

• Support the implementation of the EFFIGO Portal, including coordination, training, and process enablement.
• Resolve portal-related issues in coordination with EFFIGO support.
• Train internal teams and vendors on EFFIGO processes, bill submission, PO workflows, and compliance.
• Monitor bill status to ensure timely approvals and vendor payments.
• Upload and maintain documents in the BIM system for all projects.
• Address auditor queries related to BIM documents, purchase orders, and tendering.

1. Finance & Billing Coordination:

• Follow up with Finance for invoice posting, payment status, budget approvals, and GST issues.
• Coordinate timely vendor payments as per process.
• Verify supporting documents (Invoice, PO, BG, EOT approvals, delivery challans, service reports) before submission.
• Check contractual labour compliance reports and follow up with consultants/vendors to resolve pending issues.
• Resolve budget errors, workflow rejections, and SAP posting issues with Finance.
• Maintain a detailed bill tracking sheet (submitted, processed, pending, paid).

1. Office Administration:

• Manage day-to-day site and office operations.
• Process monthly bills for service providers and vendors.
• Coordinate with vendors and contractors for services, supplies, and maintenance.
• Oversee material delivery and inventory management as per SOP.
• Arrange local purchases as required.
• Maintain availability of stationery, pantry, and housekeeping items.
• Manage office imprest with proper documentation and reconciliation.
• Oversee utilities, housekeeping, security, pantry, and overall facility management.
• Maintain staff attendance records and shift rosters.
• Manage office cab records, usage logs, and driver attendance.
• Maintain proper filing of vendor bills and tendering documents for traceability and secure storage.