Document Controller

Hector And Streak Consulting; Mumbai; On-site; INR 400,000 - 600,000; Full time

Job summary

Hector And Streak Consulting in Mumbai seeks an experienced Document Controller to manage the corporate document control system and ensure proper revision control across all projects.

The role requires coordinating with architects, consultants, contractors and internal teams to ensure timely submissions, approvals and archival of records. On-site work in Mumbai with exposure to large real estate projects.

Qualifications

• Experience in document control for large projects or real estate/development environments.
• Knowledge of maintaining MDRs, revision control and filing standards.
• Ability to coordinate document flow across multiple teams and external partners.

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revision control and document traceability so that only the latest approved version is available to stakeholders, while superseded records are archived.
• Coordinate document flow across Projects, Planning, Design, Engineering/MEP, Contracts & Procurement, Costing & Budgeting, Liaison, Legal, Finance, Sales & Marketing, IT and other 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 ageing reports and escalate delays to HODs/PMO.
• Maintain electronic and physical records with access control, retrieval standards and audit trails through DMS/EDMS/SharePoint/CDE or approved platforms.
• Maintain key registers for drawings, RFIs, technical/material submissions, MOMs, 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.
• Prepare Document Control MIS / dashboards covering document status, pending approvals, ageing, revision status and compliance for PMO.

Skills

Document control

Stakeholder communication

Tools

SharePoint

DMS

Job description

We are currently seeking an experienced Document Controller for one of the leading real estate developers in Mumbai.

*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 escalated 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.