Document Controller Executive

Cynosure Corporate Solutions; Chennai; On-site; INR 300,000 - 550,000; Full time

Job summary

Cynosure Corporate Solutions in Chennai, India seeks an organized Document Controller to manage, maintain, track, and distribute project documents for MEP, HVAC, electrical, plumbing, and related disciplines.

You will coordinate with project teams, maintain revision histories, ensure latest drawings are available, and prepare status reports and documentation for audits. This role requires strong organizational and communication skills and a focus on accuracy.

Qualifications

• Diploma or bachelor's degree in Engineering, Business Administration, or a related field.
• 3-7 years of experience as a Document Controller.
• Experience in MEP, HVAC, construction, infrastructure, or facility management projects.
• Knowledge of document management systems such as Aconex, Procore, EDMS, or SharePoint.

Responsibilities

• Maintain an organized document control system for all project-related documents.
• Register, classify, distribute, track, and archive incoming and outgoing documents.
• Maintain document numbering systems, revision histories, and document registers.
• Ensure the latest approved drawings and documents are available for project execution.
• Manage engineering drawings, RFIs, method statements, material submittals, shop drawings, as-built drawings, and technical submissions.
• Track consultant and client approvals and follow up on pending submissions.
• Coordinate with project managers, planning engineers, site engineers, QA/QC engineers, procurement teams, and clients.
• Prepare document status reports, submission logs, and approval tracking reports.
• Support project handover documentation and maintain records for completed projects.
• Ensure compliance with document control procedures, ISO standards, and project requirements.
• Maintain confidentiality and ensure proper storage, retrieval, and retention of documents.
• Assist with internal and external audits and monitor document turnaround times.
• Prepare weekly and monthly document control reports.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Education

Diploma or Bachelor's degree in Engineering

Tools

Aconex

Procore

EDMS

SharePoint

Job description

Seeking an organized and detail-oriented Document Controller to manage, maintain, track, and distribute project-related documents for MEP, HVAC, electrical, plumbing, firefighting, fire alarm, ELV, and facility management projects. The role involves maintaining accurate document records, managing revisions and approvals, coordinating with project teams, and ensuring compliance with document control procedures and project requirements.

Key Responsibilities:

• Maintain an organized document control system for all project-related documents.
• Register, classify, distribute, track, and archive incoming and outgoing documents.
• Maintain document numbering systems, revision histories, and document registers.
• Ensure the latest approved drawings and documents are available for project execution.
• Manage engineering drawings, RFIs, method statements, material submittals, shop drawings, as-built drawings, and technical submissions.
• Track consultant and client approvals and follow up on pending submissions.
• Coordinate with project managers, planning engineers, site engineers, QA/QC engineers, procurement teams, and clients.
• Prepare document status reports, submission logs, and approval tracking reports.
• Support project handover documentation and maintain records for completed projects.
• Ensure compliance with document control procedures, ISO standards, and project requirements.
• Maintain confidentiality and ensure proper storage, retrieval, and retention of documents.
• Assist with internal and external audits and monitor document turnaround times.
• Prepare weekly and monthly document control reports.

Required Skills & Qualifications:

• Diploma or bachelor's degree in Engineering, Business Administration, or a related field.
• 3-7 years of experience as a Document Controller.
• Experience in MEP, HVAC, construction, infrastructure, or facility management projects.
• GCC/UAE project experience is preferred.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Knowledge of document management systems such as Aconex, Procore, EDMS, or SharePoint.
• Understanding of engineering drawings, technical documentation, and revision control.
• Strong organizational skills and attention to detail.
• Excellent communication, coordination, and time management skills.
• Ability to manage multiple tasks, handle large volumes of documents, and meet project deadlines.
• Document Controller certification is an added advantage.