Deputy Manager - Document Controller

Darwinbox Digital Solutions Pvt. Ltd.; Mumbai; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

Darwinbox Digital Solutions Pvt. Ltd. in Mumbai is seeking a Corporate Document Controller to standardize document control across the organisation.

The role will establish numbering conventions, maintain master registers, and ensure version control and secure archiving for all corporate records. You will coordinate with Planning, Projects, Legal, Finance and IT, perform periodic audits, prepare MIS dashboards, and uphold access controls on DMS/EDMS/SharePoint platforms.

Qualifications

• Bachelor's degree 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.

Responsibilities

• Establish and maintain the corporate Document Control System, numbering conventions and filing standards.
• Maintain Master Document Registers (MDRs) and control incoming/outgoing documents and records.
• Ensure revision control and document traceability with proper archiving of superseded records.
• Coordinate document flow across Projects, Planning, Design, Engineering/MEP, Contracts & Procurement, Finance, IT and other corporate teams.
• Coordinate with architects/consultants/contractors and external agencies for timely submission, review, and closure of documents.

Skills

Document Control

Stakeholder Management

DMS/EDMS

SharePoint

MS Office

Audits

Education

Bachelor's in Commerce/Science

Related discipline

Tools

DMS/EDMS

SharePoint

Adobe Acrobat

eSign

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.