Deputy Manager - Document Controller

HOH / HFS; Mumbai; On-site; INR 900,000 - 1,300,000; Full time

Job summary

HOH / HFS is seeking a Corporate Document Controller to standardise document control across the organisation. You will manage numbering, registration, revision control, distribution, retrieval and archival of controlled documents in line with procedures.

The role requires coordinating with multiple corporate teams, external agencies, and vendors to ensure timely submissions, audits and project handovers. Strong MS Office, DMS/EDMS/SharePoint skills and exposure to SAP/ERP are desired.

Qualifications

• 12–15 years of experience in Document Control / Project Documentation.
• Experience with real estate, PMC or construction sectors preferred.
• Mumbai/MMR familiarity with digital document-management systems.
• Ability to coordinate cross-functional teams and manage large volumes of documents.

Responsibilities

• Establish and maintain the corporate Document Control System, including numbering and filing standards.
• Maintain Master Document Registers (MDRs) and control incoming/outgoing records.
• Ensure revision control and traceability so only the latest version is available to stakeholders.
• Coordinate document flow across Projects, Planning, Design, Engineering/MEP, Contracts & Procurement, Costing & Budgeting, and more.
• Coordinate with architects, consultants, contractors, vendors and external agencies for timely submissions and approvals.
• Track pending reviews, approvals, responses and overdue submissions; escalate delays.
• Maintain electronic and physical records with access control and audit trails through DMS/EDMS/SharePoint/CDE.
• Maintain registers for drawings, RFIs, technical submissions, contracts, policies and approvals.
• Support project close-out and handover documentation including as-built drawings and O&M manuals.
• Conduct periodic document-control audits and coordinate corrective actions.

Skills

Document control

Records management

Stakeholder management

DMS/EDMS/SharePoint

Education

Bachelor's degree

Tools

MS Office

SharePoint

Adobe Acrobat

SAP/ERP

Job description

Job Description: Corporate Document Controller

Position Overview

The Corporate Document Controller will manage and standardise document control across the organisation, actingas the central coordination point for corporate functions, internal and external stakeholders. The role will ensureaccurate numbering of Inward & outward documents, registration, revision control, distribution, tracking, retrieval andarchival 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 availableto 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 andescalate critical documentation delays to concerned HODs / PMO.
• Maintain structured electronic and physical records with appropriate access control, confidentiality, retrievalstandards 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 coordinatecorrective actions with respective teams.
• Prepare Document Control MIS / dashboards covering document status, pending approvals, ageing, revisionstatus and compliance for PMO / management review.
• 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/ERPexposure is an added advantage.
• Strong coordination, follow-up, communication and stakeholder-management skills with the ability to handlemultiple projects and high document volumes.
• High attention to detail, confidentiality, accuracy, process discipline and ability to independently identifydocumentation 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 digitaldocument-management systems is preferred.
• Works closely with all corporate functions, project/site teams, consultants, contractors, vendors and externalagencies; acts as the central custodian for organisation-wide document control.