Documentation Executive

Document Controller - Coca Cola

Ø Purpose of Position-

To manage and maintain all project documentation, administrative operations, correspondence, reporting, and site office support functions to ensure smooth functioning of the Site Project Office, proper document control, and effective communication between project teams and stakeholders.

          

Ø Major Responsibilities –

• Maintaining Site Project office operations.
• Performing administrative duties for Site Project Office
• Greeting, receiving and guiding visitors coming at Site
• Maintaining Site Project team calendars, contacts and e-mail
• Collecting and mailing correspondence for Site Project team.
• Maintain Technical Data Bank for each discipline in Digital way as well as hard copy in File
• Filing corporate documents, records, and reports.
• Prepare various reports, which may include but are not limited to, Daily report, Weekly and Monthly reports to Corporate Office, Presentation, Project Budgetary report like RFA, RFP etc.
• Make travel arrangements for the Site Project Team
• Making appointments for the Site Project Team including – but not limited to Management Team, Managers, SMEs, Engineers, etc
• Picking-up and delivering items for Site Project Office.
• Support Site Project Office staff in project related documents formatting work
• Arranging Printing of Documents Prepared by Project team of Site Project office 
• Handle Project Site Project Office staff issues like laptop, ID Badges, Visiting cards, phones, etc
• Getting Approve and submitting expense reports into the system
• Organizing daily/weekly plans and preparing the agenda for the meetings,
• Acting as the point of contact between the executives and externals
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Performing basic bookkeeping work.

 

 

Ø Criteria for Performance Evaluation (KPIs) -

1. Documentation Accuracy & Control

• Accuracy, completeness, and timely organization of technical data banks (digital & hard copies).
• Proper filing, version control, and retrieval of corporate documents, reports, and records.

2. Reporting Timeliness & Quality

• On‑time preparation and submission of daily, weekly, and monthly reports.
• Quality and accuracy of corporate reports, presentations, RFA/RFP summaries, and budgetary documents.

3. Administrative & Office Management Efficiency

• Smooth functioning of the site project office (visitor handling, calendars, communication, logistics).
• Timely handling of travel arrangements, appointments, and internal support requests.

4. Coordination & Communication

• Effective coordination between project executives, external parties, and internal teams.
• Timely distribution of memos, submissions, and reports.

5. Compliance & HSSE

• Adherence to HSSE reporting, documentation, and compliance requirements.
• Prompt reporting of abnormalities or incidents.

 

Ø Qualification, Experience and Technical knowledge-

• Graduate Engineer
• 8+ years’ experience including a minimum of 6 years’ experience in a documentation particularly in FMCG /Beverage Industries
• A minimum of 6 years managing large scale projects or multiple smaller scale projects simultaneously and at different phases, and management of project teams.
• Advanced attention to detail, particularly in respect to contractual requirements.
• Advanced written and verbal communication skills, with the ability to write clear contractual letters, make presentations, chair meetings, make reports and meeting minutes that are clear and understandable.
• Shall have Experience managing multicultural project teams in an expatriate environment.
• Fluency in written and spoken English & Hindi are a pre-requisite and regional language will be an added advantage. 

                                                                                                     

• Skills & Qualities –

Technical & Professional Skills

• Strong documentation management skills across multiple project disciplines.
• Ability to maintain digital and hard‑copy data banks and corporate records.
• Experience preparing daily/weekly/monthly reports, presentations, and budget documents.
• Ability to handle basic bookkeeping, expense report processing, and office resource management.

Communication & Coordination Skills

• Advanced written and verbal communication abilities.
• Capability to manage calendars, emails, appointments, and communications for diverse project teams.
• Ability to act as a point of contact between executives and external stakeholders.

Organizational & Administrative Qualities

• High attention to detail, especially in document formatting, filing, and record‑keeping.
• Strong organizational skills for managing schedules, meetings, and office workflows.
• Effective multitasking across documentation, logistics, and coordination responsibilities.

Experience Level

Senior Level