Document Controller

# Document Controller

Department: Projects / Administration

Location: Kasargod, Kerala

Reports To: Projects / Operations Manager

Experience: Minimum 3–5 years

Job Purpose

To receive, register, file, distribute and safeguard all company and project documentation for the company's Dubai landscaping operations — contracts, quotations, project records, invoices and correspondence — ensuring every document is traceable, correctly versioned and retrievable on demand by the Dubai management and site teams, clients, consultants and auditors.

Key Responsibilities

CONTRACTS & AGREEMENTS

• Maintain a master register of client contracts, subcontractor and supplier agreements and annual maintenance contracts (AMC), with values, durations and expiry dates.
• File signed originals securely and circulate controlled copies to the relevant departments.
• Track milestones, renewals and expiry dates and alert management in advance of any action required.
• Maintain records of performance bonds, advance payment guarantees, retention, insurance certificates and DLP/warranty certificates.
• Log all variations, addenda and change orders against the parent contract with correct numbering.

QUOTATIONS & TENDERS

Maintain a sequential quotation register — enquiry date, client, project, scope, value, revision and status (submitted / negotiating / won / lost).

Compile and format quotation and tender submissions prepared by the estimation team, including BOQs, technical schedules, company profile, trade licence and prequalification documents.

Control revisions so only the latest approved version is issued and superseded copies are clearly archived.

File enquiries, tender documents, addenda, clarifications and award or regret letters against the correct project reference.

Maintain the company prequalification pack and vendor registrations with clients, developers and consultants.

PROJECT DOCUMENTATION

Establish and maintain a standard folder structure and document numbering system for every project, in hard copy and on the shared server or cloud drive.

Receive, log, distribute and archive landscape drawings — softscape and hardscape layouts, irrigation, drainage, lighting, planting, setting-out and shop drawings — controlling revision status so only current issues reach site.

Process and track material submittals for plants, trees, turf, soil and soil test reports, pavers, natural stone, decking, irrigation components, pumps, controllers and lighting fixtures.

Maintain registers for RFIs, submittals, transmittals, site instructions, inspection requests (IR/WIR), NCRs and snag lists, with dates issued, responses and outstanding items.

Compile method statements, risk assessments, HSE documents, maintenance schedules and irrigation programmes for consultant and client submission.

Prepare project handover and closeout files — as-builts, O&M manuals, warranties, testing and commissioning records, taking-over and completion certificates.

Compile and format submissions to clients, consultants, main contractors and authorities (Dubai Municipality, DDA, Trakhees, Nakheel, Emaar and other master developers) for issue by the Dubai office, and track approval status through to close-out.

Receive and file daily site reports, progress photographs, labour and equipment records and minutes of meetings sent in by the Dubai site teams, and follow up on anything missing.

INVOICE & FINANCIAL RECORDS

Maintain a complete invoice register for receivables and payables — number, date, project, amount, VAT, due date and payment status.

Compile supporting documents for payment applications and progress invoices: measurement sheets, approved variations, signed delivery notes, timesheets, IRs and certified progress reports.

File LPOs, purchase requisitions, delivery notes, supplier and subcontractor invoices and payment certificates against the correct project and cost code.

Track submitted invoices, follow up on certification and provide accounts with status updates for collection.

Maintain retention records and support preparation of final accounts and retention release claims.

DOCUMENT CONTROL & COORDINATION

Operate and improve the filing system across physical and digital storage with consistent naming conventions and version control.

Back up electronic records regularly and control access so confidential commercial information is protected.

Produce weekly or monthly status reports on outstanding submittals, approvals, invoices and correspondence.

Support internal and external audits, including ISO 9001 where applicable.

Log, acknowledge and route all incoming and outgoing correspondence, letters and transmittals.

Maintain company statutory documents — trade licence, establishment card, VAT certificate, insurances — and flag renewals in advance.

Record and circulate minutes of project and progress meetings with clear action items and owners.

Qualifications & Skills

Diploma or Bachelor's degree in Business Administration, Engineering or a related discipline.

Minimum 3–5 years in document control, preferably with a landscaping, civil, MEP or general contracting company;

Comfortable working remotely with an overseas project team across email, WhatsApp, video calls and shared cloud storage.

Advanced MS Excel (registers, trackers, filters, formulas), Word and Outlook.

Experience with Aconex, SharePoint, Procore or a similar EDMS.

Ability to open, view, print and manage AutoCAD/DWG and PDF drawing files.

High attention to detail, strong organisation, and discretion with confidential commercial information.

Performance Indicators

Documents filed and registered within one working day of receipt.

Any requested document retrievable within five minutes.

Zero use of superseded drawings or quotations on site.

Invoice and submittal registers updated and reported weekly with no missing entries.

Handover files complete and submitted on or before the agreed date.

Work Location: In person