Deputy Manager - Document Controller

Job Description: Corporate Document Controller

Position Overview

The Corporate Document Controller will manage and standardise document control across the organisation, acting as the central coordination point for corporate functions, internal and external stakeholders. The role will ensure accurate numbering of Inward & outward documents, registration, revision control, distribution, tracking, retrieval and archival of controlled documents in line with approved procedures.

Key Responsibilities

• Establish and maintain the corporate Document Control System, document numbering, naming conventions, coding structures and filing standards across all projects and functions.

• Maintain Master Document Registers (MDRs) and control incoming/outgoing correspondence, drawings, reports, approvals, contracts, transmittals and other controlled records.

• Ensure revision control and document traceability so that only the latest approved/relevant version is available to stakeholders, while superseded records remain properly archived.

• Coordinate document flow across Projects, Planning, Design, Engineering/MEP, Contracts & Procurement, Costing & Budgeting, Liaison, Legal, Finance, Sales & Marketing, IT and other corporate teams.

• Coordinate with architects, consultants, contractors, vendors and external agencies for timely submission, review, approval, resubmission, distribution and closure of documents.

• Track pending reviews, approvals, responses and overdue submissions; issue periodic ageing reports and escalate critical documentation delays to concerned HODs / PMO.

• Maintain structured electronic and physical records with appropriate access control, confidentiality, retrieval standards and audit trails through DMS/EDMS/SharePoint/CDE or approved platforms.

• Maintain key registers for drawings, RFIs, technical/material submissions, MOMs, statutory approvals/NOCs, contracts, work orders, amendments, policies, circulars, SOPs and management approvals.

• Support project close-out and handover documentation including as-built drawings, O&M manuals, warranties, test certificates, completion records and statutory approvals.

• Conduct periodic document-control audits, identify gaps in numbering/revisions/records and coordinate corrective actions with respective teams.

• Prepare Document Control MIS / dashboards covering document status, pending approvals, ageing, revision status and compliance for PMO / management review.

Skills & Competencies

• Strong knowledge of document control, records management, document numbering, revision control, transmittals, registers and approval workflows in real estate / construction.

• Working knowledge of DMS/EDMS/SharePoint/CDE, Adobe Acrobat/eSign and advanced MS Office; SAP/ERP exposure is an added advantage.

• Strong coordination, follow-up, communication and stakeholder-management skills with the ability to handle multiple projects and high document volumes.

• High attention to detail, confidentiality, accuracy, process discipline and ability to independently identify documentation gaps and overdue actions.

Qualifications & Experience

• Bachelor’s in commerce, Science or related discipline.

• 12-15 years' experience in Document Control / Project Documentation, preferably with a real estate developer, PMC or construction organisation.

• Experience handling multiple projects / corporate document control in Mumbai/MMR and familiarity with digital document-management systems is preferred.

Reporting & Collaboration

• Reports to: COO

• Works closely with all corporate functions, project/site teams, consultants, contractors, vendors and external agencies; acts as the central custodian for organisation-wide document control.