Document Controller / MIS Executive

Department: Project Coordination / Administration
Position: Document Controller / MIS Executive
Reporting To: Project Manager / GM / Management
Location: SITCON INFRA PVT. LTD.

Job Purpose

To maintain, control and organize all project and office documents, prepare regular MIS reports, ensure timely flow of information between site and office, and provide accurate data to management for effective project monitoring and decision-making.

Key Responsibilities

• Maintain proper records of all project and office documents.
• Manage incoming and outgoing documents, letters, emails and official correspondence.
• Maintain Document Register, Drawing Register, RFI Register, Submittal Register and Approval Register.
• Maintain proper filing of:
• Work Orders / PO
• BOQ
• Drawings
• Specifications
• Quotations
• Agreements
• RA Bills
• Measurement Sheets
• Work Reports
• Client Correspondence
• Material Documents
• Completion Documents
• Ensure the latest approved drawings and documents are available with the site team.
• Maintain document numbering, revision control and proper version history.
• Coordinate with Site Engineers, Planning & Billing, Purchase, Accounts and Management for required information.
• Collect daily/weekly project updates from site teams.
• Prepare and maintain Daily Progress Reports (DPR) and Weekly/Monthly Progress Reports.
• Prepare MIS reports related to:
• Project Progress
• Billing
• Receivables
• Material Status
• Manpower
• Work Completion
• Pending Approvals
• Purchase Status
• Project Issues
• Maintain project-wise Excel trackers and dashboards.
• Track pending documents, approvals, submissions and client responses.
• Prepare management reports and summaries as instructed.
• Maintain soft copies of documents in properly organized folders with appropriate naming conventions.
• Ensure important documents are backed up and easily retrievable.
• Maintain records of client instructions, site instructions and important communications.
• Coordinate with the Billing Team for supporting documents required for RA Bills.
• Assist the Tendering Team by maintaining tender-related documents and records.
• Prepare presentations, Excel sheets and basic reports whenever required.
• Ensure timely submission of required reports to management and clients.
• Maintain confidentiality of company and project information.
• Identify missing or incomplete documentation and coordinate with the concerned department for completion.
• Perform any other documentation and MIS-related duties assigned by management.

Required Qualification

• Graduate / B.Com / BBA / BCA / Diploma preferred.
• Good knowledge of MS Excel, MS Word, PowerPoint and PDF.
• Knowledge of Google Drive / cloud-based document management will be an advantage.
• Basic understanding of construction/project documentation preferred.

Experience

Experience: 2–5 years preferred.

Experience in Construction / Infrastructure / Contracting companies will be preferred.

Required Skills

• Excellent MS Excel knowledge
• Data management and reporting
• Document filing and version control
• Good typing and computer skills
• Good communication and coordination
• Attention to detail
• Ability to maintain confidential information
• Ability to handle multiple projects/documents simultaneously

Key Performance Areas (KPI)

• Accuracy of MIS reports
• Timely submission of daily/weekly/monthly reports
• Proper document filing and retrieval
• Zero/low document version errors
• Timely tracking of pending approvals and submissions
• Accurate project data
• Timely coordination between site and office
• Proper maintenance of project documentation

Core Process

Site Data → Collection → Verification → Excel/MIS Update → Report Preparation → Management Review → Follow-up → Document Filing

Important Responsibility

The Document Controller / MIS Executive will act as the information link between Site, Office and Management, ensuring that management always has updated information regarding Project Progress, Billing, Material, Manpower, Documents and Pending Activities.

Pay: ₹13,500.00 - ₹17,500.00 per month

Benefits:

• Cell phone reimbursement

Work Location: In person