Document Controller

Document Controller

Job Summary

Facilitate smooth functioning of the team by sending/ receiving and maintaining documents in hard/ soft copy, correspondences as well as coordination for correspondences.

Maintain documents for team related work and project. Admin related activities like travel, accommodation arrangement, coordination with project sites and satellite offices.

Key Responsibilities

1. Project documents
   • Sending/receiving and maintaining documents/ drawings, RFI and correspondences in hard/ soft copy form using manual/ EDMS software.
   • Maintaining Master register of documents/ drawings, and client comments for easy tracking.
   • Preparation of draft reply for correspondence.
   • CD/DVD writing for client submission, discussions.
   • Printing and binding drawings/ documents.
   • Coordination with client offices and project site offices for project related works.
   • Redistribution/ circulation of client correspondences/ comments to team members and send replies.
   • Download and store project documents received from site offices.  
   • Status of reports, comment replies, correspondence.
   • As built drawing compilation and maintaining for final submission.
   • Maintaining revision history and superseded documents separately from final documents.

2. Department documents

• Prepare/ compile reports / PPT pertaining to the department activities, monthly/quarterly/annual review reports.
• Prepare and maintain staff data, organization chart.
• Material indents for stationery, arranging for maintenance for printers, telephones etc.
• Making arrangement for meetings and any responsibilities assigned by management.

3. Other department works

• Work orders for vendors/consultants, sorting out billing issues etc.
• Billing for contract staff
• Tickets, transportation and accommodation arrangements for special guests.
• Book tickets, Visa arrangement/ application, Travel insurance & Forex arrangement for international travel of department heads/ team members, guests as per requirement.

Skills Required

• Use of EDMS/WRENCH software.
• Letter drafting, preparation of MOM, CAD basics
• Good Communication skills