Document Controller

Hill International, Inc.; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Hill International, Inc. is seeking a seasoned Document Controller to manage, organize, and maintain project documents in electronic and hard copy formats, ensuring accuracy, confidentiality, and compliance with company standards.

The role involves maintaining Master Document Registers (MDR/VDR/DDR), controlling document workflows, reviewing blueprints and change orders, implementing DMS, distributing controlled copies, training staff, and coordinating with clients, consultants, and vendors.

Qualifications

• Graduation from a recognized university.
• At least 10+ years of relevant experience in document control or a related field.

Responsibilities

• Maintain a Master Document Register (MDR/VDR/DDR) including drawings, specifications, procedures, and plans.
• Manage document workflow cycle in system and control document review/approval process.
• Examine documents such as blueprints, drawings, change orders, and specifications for accuracy.
• Develop, implement, and enforce document control procedures and DMS.
• Manage documents from creation to archival and version control; attend kick-off meetings.
• Distribute controlled copies to staff, subcontractors, and suppliers as applicable.
• Train staff, resolve system issues, coordinate with cross-functional teams, perform audits and prepare reports.
• Coordinate all activities related to the Document Control procedure with clients, consultants, and vendors.
• Maintain filing systems in collaboration platforms (e.g., SharePoint, Excel) and ensure traceability.
• Generate document control reports and foster relationships to promote use of the document library.

Education

Graduate from recognized University

Tools

Database Management System

Adobe professional proficient

MS Office expert level

Job description

Job Description

The Document Controller is responsible for managing, organizing, and maintaining company documents in both electronic and hard copy formats. This role ensures that all documents are accurate, up-to-date, and easily accessible while maintaining confidentiality and compliance with company standards.

Responsibilities

• Maintain a Master Document Register (MDR/VDR/DDR) consisting of drawings, specifications, procedures, and plans.
• Manage document process / workflow cycle in System and Control document review/approval process.
• Examine documents such as blueprints, drawings, change orders, and specifications to verify completeness and data accuracy
• Develop, implement, and enforce document control procedures, security protocols, and DMS (Document Management Systems).
• Manage documents from creation, review, approval, distribution, revision (version control) to archival & Attending Kick-off meeting
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors, and suppliers as applicable.
• Train staff, resolve system issues, and coordinate with cross-functional teams, conduct regular audits, manage internal/external audits, and prepare reports, Maintain confidentiality, security, backup, and proper access for sensitive information
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence. e.g. Client, PMC, Design Consultant & Vendors for timely complication of task, as per requirement of project prepared PO copies of vendor and update and maintain.
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors, and suppliers as applicable
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.
• Prepare and maintain a filing system in various collaboration platforms e.g. Aconex, SharePoint, and Excel as per project requirements. This filing system allows the management team to get updated Customer & Supplier issued documents as receiving, recording, and processing for internal and external organizations' review and approval.
• Effective and timely management of Official Documents, customer correspondence and accurate filing and record keeping for ex. Design, Fabrication & Vendor / Supplier Documents:
• Generate the various document control reports as required.
• Build / maintain relationships with team members / suppliers to promote the use of the document library and provide support where required.
• Ability to control multiple flows of information and ensure site registers is maintained.
• Supporting the co-ordination of weekly / monthly reports to a given timeline

Qualifications

• Graduate from recognized University.
• Minimum 10+ years of experience in relevant field.

Software Proficiency

• Database Management System
• Adobe professional proficient
• MS Office expert level

About Us

Hill International, with more than 4,400+ professionals in over 100 offices worldwide, provides program management, project management, construction management, project management oversight, advisory, facilities management, and other consulting services to clients in a variety of market sectors. Engineering News-Record magazine recently ranked Hill as one of the largest program management firms in the world. For more information on Hill, please visit our website at www.hillintl.com.

Hill is exclusively a program, project, and construction management provider, meaning we have one focus as a company: protecting client interests. Free of any potential conflicts, our entire business is geared towards helping clients achieve their desired outcomes. We are dedicated to exceeding expectations throughout the entire construction project lifecycle and adapt to the needs of each assignment to develop tailored approaches and solutions to meet those needs.

Hill is a GISI Consulting Group company, part of the Global Infrastructure Solutions, Inc. (GISI) family of companies. Learn more about GISI Consulting Group at www.gisiconsulting.com.

Hill International is an Equal Opportunity Employer/Veteran/Disabled

Note: This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties as required.