Document Controller

Clicktech Retail; Mumbai Suburban; On-site; INR 550,000 - 750,000; Full time

Job summary

Clicktech Retail seeks an EDMS and document control specialist to manage project documentation and ensure secure, accurate records across all phases.

You will administer EDMS platforms (Aconex, SharePoint, ProjectWise), enforce naming and metadata standards, and oversee RFIs, FCOs, and design changes while tracking progress for dashboards and SLA compliance. Training staff and coordinating with stakeholders are essential parts of the role.

Responsibilities

• Maintain and administer the Electronic Document Management System (EDMS) like Aconex, SharePoint, or ProjectWise.
• Enforce document control procedures, numbering systems, and metadata standards across all project phases.
• Control the issue and distribution of controlled documents (e.g., site designs, As-Built drawings, Bills of Quantities).
• Perform quality checks on incoming documents for correct formatting, naming conventions, and completeness.
• Validate technical site files, including Site Acquisition (SAQ), Civil works, and Telecom Implementation (TI) folders.
• Ensure compliance with ISO 9001 quality standards and local regulatory telecom documentation requirements.
• Maintain Standard Versioning Naming Systems.
• Manage review and approval workflows for RFIs, FCOs, and design changes.
• Track document status meticulously to ensure reviewers meet contractual SLA deadlines.
• Generate regular progress reports and registers for project management dashboards.
• Coordinate with multidisciplinary teams, including RF engineers, civil contractors, site acquisition agents, and clients.
• Train project staff and subcontractors on document control processes and EDMS system usage.
• Facilitate the hand-over of final "As-Built" documentation packages to the client and operations teams for closeout.

Job description

Responsible for the efficient management, organization, and tracking of project documentation. To manage operational communication, ensure integrity, accuracy, accessibility, and security of critical records.

Role & responsibilities

1. Document System Management

• Maintain and administer the Electronic Document Management System (EDMS) like Aconex, SharePoint, or ProjectWise.
• Enforce document control procedures, numbering systems, and metadata standards across all project phases.
• Control the issue and distribution of controlled documents (e.g., site designs, As-Built drawings, Bills of Quantities).

2. Quality Control & Compliance

• Perform quality checks on incoming documents for correct formatting, naming conventions, and completeness.
• Validate technical site files, including Site Acquisition (SAQ), Civil works, and Telecom Implementation (TI) folders.
• Ensure compliance with ISO 9001 quality standards and local regulatory telecom documentation requirements.
• Maintain Standard Versioning Naming Systems

3. Workflow & Tracking

• Manage review and approval workflows for Requests for Information (RFIs), Field Change Orders (FCOs), and design changes.
• Track document status meticulously to ensure reviewers meet contractual SLA deadlines.
• Generate regular progress reports and registers for project management dashboards.

4. Stakeholder Collaboration

• Coordinate with multidisciplinary teams, including RF engineers, civil contractors, site acquisition agents, and clients.
• Train project staff and subcontractors on document control processes and EDMS system usage.
• Facilitate the hand-over of final "As-Built" documentation packages to the client and operations teams for closeout.

Preferred candidate profile

• Worked in High Value Projects including High Volume Documents Handling
• Coordinate with Large numbers of stakeholders
• Should have worked in Telecom Project - not Mandatory