Document Controller

Mvn Infrastructure; Haryana; On-site; INR 600,000 - 900,000; Full time

Job summary

Mvn Infrastructure is seeking a skilled Document Controller to manage and organize project records across multiple disciplines in Haryana, India. You will maintain folders, control revisions of drawings, and ensure timely approvals and submissions.

Responsibilities include handling RFIs, transmittals, contracts and site documentation, while upholding confidentiality and compliance with SOPs and audit requirements.

Qualifications

• Experience in document management for construction or engineering projects.
• Familiarity with DMS/SharePoint/ERP platforms and file structuring.
• Knowledge of drawing management, transmittals, RFIs and approvals.

Responsibilities

• Maintain comprehensive records of project documents including drawings, specifications, BOQs, contracts, work orders and reports.
• Manage drawings and revisions; ensure latest approved revisions are available to project teams.
• Receive, register, circulate and track submissions from architects, consultants, contractors and vendors.
• Maintain records of incoming/outgoing transmittals, letters, emails and technical correspondence.
• Maintain records of project approvals, permits, NOCs, and statutory submissions; track renewal requirements.
• Maintain and track RFIs, technical queries, clarifications and design changes.
• Maintain controlled copies of agreements, LOIs, work orders, purchase orders and amendments.
• Maintain site documents such as instructions, inspection reports, MOMs and progress reports.
• Prepare document status reports, trackers and drawing registers for MIS.
• Maintain structured project folders on DMS/SharePoint/ERP with access controls and backups.
• Compile as-built drawings, warranties, O&M manuals and handover documents.
• Ensure documents comply with SOPs, project protocols and confidentiality standards.

Job description

1. Project Document Management

Key Responsibilities:

Maintain comprehensive records of all project-related documents including drawings, specifications, BOQs, contracts, work orders, reports, approvals and correspondence.

2. Drawing & Revision Control

Key Responsibilities:

Maintain architectural, structural, MEP, landscape, interior and other technical drawings; ensure latest approved revisions are available to project teams.

3. Consultant & Contractor Documentation

Key Responsibilities:

• Receive, register, circulate and track submissions from architects, consultants, contractors and vendors.

4. Document Transmittal & Correspondence Control

Key Responsibilities:

• Maintain records of incoming/outgoing transmittals, letters, emails, submissions, approvals and technical correspondence.

5. Approval & Statutory Documentation

Key Responsibilities:

• Maintain records of project approvals, sanctions, NOCs, permits, statutory submissions and authority correspondence. Track validity and renewal requirements.

6. RFI / Technical Query Management

Key Responsibilities:

• Maintain and track RFIs, technical queries, clarifications, design changes and responses between project teams and consultants.

7. Contracts & Commercial Records

Key Responsibilities:

• Maintain controlled copies of agreements, LOIs, work orders, purchase orders, amendments, rate approvals, bills and other commercial documentation as applicable.

8. Site Documentation

Key Responsibilities:

• Maintain records of site instructions, inspection reports, MOMs, progress reports, quality reports, photographs, test reports and other site records.

9. MIS & Document Status Reporting

Key Responsibilities:

• Prepare document status reports, pending-submission trackers, approval trackers, drawing registers and other project MIS.

10. Digital Document Management

Key Responsibilities:

• Maintain structured project folders on DMS/SharePoint/ERP or other designated platforms, with appropriate access controls and backups.

11. Handover & Close-Out Documentation

Key Responsibilities:

• Maintain and compile as-built drawings, warranties, O&M manuals, completion certificates, test reports, statutory approvals and other handover documents.

12. Audit, Compliance & Confidentiality

Key Responsibilities:

• Ensure documents are maintained in accordance with company SOPs, project protocols, audit requirements and confidentiality standards.