Documentation Executive

Document Controller – Job Roles & Responsibilities-Mumbai

1. Maintain and manage all incoming and outgoing project documents (e.g., drawings, reports, approvals, transmittals).

2. Ensure proper document numbering, formatting, and version control as per company or project standards.

3. Maintain an up-to-date document control system or database (e.g., using Aconex, Procore, SharePoint, or internal ERP tools).

4. Should have good knowledge of MS Excel, word and PPT

4. Distribute documents to relevant internal and external stakeholders based on pre-defined distribution lists or matrix.

5. Track the status of submitted documents and follow up for approvals or comments.

6. Log all document transactions (received, issued, revised, superseded) accurately.

7. Generate and maintain reports, document registers, and trackers for daily, weekly, or monthly project reviews.

8. Assist engineers, project managers, and site teams in retrieving required documents

9. Scan, file, and archive physical documents in a systematic manner.

10. Ensure all documentation complies with project requirements, ISO standards, and audit needs.

11. Control access to sensitive documents and maintain confidentiality.

12. Coordinate with consultants, contractors, and clients for document submissions and reviews.

13. Support project close-out activities by preparing final documentation packages.

14. Prepare initial drafts of letters, memos, transmittals, and other official communications

for review and approval by management or technical staff.

15. Train new staff or team members on document control procedures, if required.

16. Assist in internal and external audits by providing accurate and timely documentation.

Skills & Education

1.      Required skills and competencies- MS office ( word, excel and Power Point )

2.      Preferred educational qualification- Graduation

3.      Any specific technical knowledge / system exposure essential for the role

4.      Experience – 3- 5 years