Document controller

Facilitating 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 works and project. Admin related activity like travel, accommodation arrangement, coordination with project site and satellite offices.

Technical Skills:  MS Office (Experience on MS Project is an added advantage) Use of EDMS software, Letter drafting, preparation of MOM, CAD basics ( preferable)

Key Responsibilities: 

• 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 correspondences.
  • 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, correspondences.
  • As built drawing compilation and maintaining for final submission.
  • Maintaining revision history and superseded documents separately from final documents.
• Department documents
  • Prepare/ compile reports / PPT pertaining to the department activities, monthly/quarterly/annual review reports.
  • Prepare and maintain staff data, organization chart.
  • Making arrangement for meetings
  • Material indents for stationary, arranging for maintenance for printers, telephones etc. 
  • Other responsibilities assigned by management.
• 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.