Documentation Executive

SECTION I: BASIC INFORMATION

Job Function

Design & Engineering

Role

Document controller

Reporting to:

Section Head

Workplace Classification

EDRC, HQ.

SECTION II: ROLE SUMMARY (Purpose of the Role)

A document controller is responsible for efficiently organizing, managing and maintaining all project-related documents, ensuring accurate documentation control, version tracking and accessibility for project teams. They play a crucial role in ensuring the integrity and compliance of project documentation throughout its life cycle. The document controller collaborates with project teams to facilitate communication, track project progress, manage archiving, ensure confidentiality, and maintain proper records for long-term storage.

SECTION III: KEY RESPONSIBILITIES/ ACCOUNTABILITIES

Document Management

• Receives and issues documents under transmittal, both externally and internally in accordance with the document distribution matrix.
• Ensures that all engineering documents are well checked and submitted on time as per the schedule. 
• Develops and maintains the projects department’s document control register.
• Maintains updated records of all approved documents and drawings in the document archive and the file server with easy traceability.
• Ensure that controlled copies of the latest approved documents and drawings are given to the appropriate Engineers/Stake holders.

Coordination and Distribution

• Ensure that any updates or changes to documents are communicated and shared with all parties in a timely manner.
• Collaborate with cross-functional teams to streamline document approval process.
• Coordinate with IT Teams to enhance cybersecurity measures for document protection.

Compliance and Standards

• Ensure all documents comply with company standards, legal/contract requirements, and industry regulations (e.g., ISO, Indian codes).
• Maintain confidentiality and security of sensitive project information.
• Performs regular quality checks on project documents to ensure accuracy and consistency.

Document Control Systems

• Use document management systems (both digital and physical) to track, store, and retrieve documents.
• Implement and maintain a streamlined filing system to ensure documents are easy to locate and access.
• Ensure that project documents are archived properly at the end of a project for long-term storage.
• Develop and update the document control procedures and guidelines to ensure correct, consistent, and standardized processes are used within the team.

Tracking Project Progress

• Assist in monitoring project timelines by tracking the flow and status of documents.
• Ensure that approvals and signoffs are obtained on time for various phases of the project by apt tracking procedures.
• Manage archival activities and databases for controlled documents to ensure they are easily tracked and accessed.

SECTION IV: KEY INTERACTIONS

Internal Stakeholder

Purpose of Interaction

DDH/SH

• Receiving instructions/ understanding for project requirements and department works.

Team members

• Sharing project and department information for smooth coordination of activities.

IT Team

• To enhance cybersecurity measures, manage digital document workflows using new tools.

External Stakeholder

Purpose of Interaction

Clients/ project sites

• Coordination with client and project site offices for project related works.

SECTION V: KNOWLEDGE & EXPERIENCE

KNOWLEDGE

Minimum Qualifications

• A diploma or Bachelor’s degree in business administration. 

Language Skills

• English

EXPERIENCE

Years of Experience

• 5 to 8 years of experience as a document controller.

Nature of 

Experience

• Document control in infrastructure projects.

SECTION VI: TECHNICAL & LEADERSHIP / BEHAVIORAL SKILLS REQUIRED TO EXECUTE THE ROLE

SKILLS

Technical Skills
(if available)

• Advanced MS office skills particularly Excel, Word, Outlook and Acad preferable.
• Knowledge on DMS such as SharePoint, cloud, BIM 360.
• Familiarity of documentation regulation.

Leadership / Behavioral Skills
(if available)

• Effective communication and interpersonal skills.
• Ability to troubleshoot document control issues.
• Ability to manage large volumes of information while ensuring accuracy and compliance.

ROLE PROFILE DOCUMENTATION

Document Owner

Date 

03/02/2025