Lead Document Controller

Job Summary

Seeking a detail-oriented and disciplined Document Controller to control and manage all project documentation, including technical drawings, contracts, variations, Quality Assurance and compliances, and reports. Candidate will ensure that all documents are professionally distributed, systematically stored and easily accessible to authorized team members while adhering to company and industry standards.
Candidate having experience on handling Project Documents from Chemical, Food Beverages, Pharma Etc. Industries projects is preferred.
Candidate from Engineering consulting organization would be the preference.

Responsibilities and Duties
Below are the key responsibilities,
1.
Document Control System Management:
Establishing, Registering, Maintaining, and Updating the filing systems for both electronic and physical documents.
2.
Version Control:
Ensuring that only the latest, approved revisions of engineering drawings and documents are in circulation, reducing the risk of using obsolete data.
3.
Document Distribution and Tracking :
Controlling the flow of documentation between engineering teams, clients, vendors, and contractors using transmittals
4.
Quality Control, Assurances and Compliances:
Reviewing documents for compliance with project standards, formatting, and numbering procedures before release and maintain records for future auditing purpose. Review incoming and outgoing documents for accuracy, completeness, and adherence to formatting standards.
5.
Archiving and Retrieval:
Safely storing, archiving, and indexing project records for easy retrieval and auditing purposes.
6.
Coordination:
Collaborating with project managers, engineers, stakeholders and Management to manage document workflows efficiently.
7.
Handling documents such as Engineering Drawings/ Documents, Vendor drawings / documents, MOM, Isometrics, P & , As built drawings, Installation Manuals, test certificates, Engineering Query, contractual documents, Non-Conformance reports, Procedures, Quality control, Procedures, Inspection Test Plan, Specifications, Purchase orders, Shipping documents, Material requisitions, etc.,
8.
Reporting:
Generate reports on document status and compliance to management.
9.
Support other HR and Finance in coordination with Project Manager in tracing records of Man hours utilised for the project, balance hours, under run-over run of man hours, project costing and other tasks necessary for maintaining healthy project status.
10.  Generate and distribute document status/ performance reports (Status/ Progress and Forecast) for the progress of project which is a part of weekly/ monthly reporting to customer & vendor. And ensure for sending the overdue reports to client/ vendor.
11.  Represent function/ organization as an Auditee in ISO 9001: 2015and 45001:2018 internal as well as external /Third Party audit.
12.  Develop and implement Document Control Policies, ensuring data integrity, measuring accountability and provide technical support to the stakeholders.
13.  Closely working with and conduct meeting with Project Stakeholders/ Management for project deliverable status based on project milestone.
14.  Maintain and update database and ensuring proper structure, permissions, and access control to align with organizational needs
15.  Manage Legal documents, NDA, Templates, IP/Trade Mark, and Contract agreements.
16.  Maintaining/updating database of company Legal documents.
17.  Establishing a procedural framework for document identification, filling and maintaining data.
18.  Provide read/ write access to the users based on document classification.
19.  Candidate must be open to travel/ stay within / outside India as per company and project demand.

Required Qualifications , Experience and Skills

·

Education:

Diploma in any Engineering discipline/ System Management, is the minimum requirement, though bachelor’s degree in Business Administration, Information Management, or a related field is often preferred.

·

Experience:

2–5+ years in document control, records management, or a similar administrative role in Engineering / EPCm organization.

· Technical

Skills:

Strong computer skills including Microsoft Office package (i.e. word, Excel, PowerPoint) & the internet applications.

·

Soft Skills:

High attention to detail, analysis, exceptional organizational skills, ability to maintain confidentiality, sharp memory, team player, and strong communication skills.

· Languages known:
Command on English (Speaking, writing, reading) is preferred.

Job Types: Full-time