Document Controller Sr. Executive / Executive

Smartmart Recruitment Mumbai; Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Smartmart Recruitment Mumbai is hiring for a Document Control specialist to manage project and company documentation, ensuring accuracy, versioning, and secure storage. The role requires coordinating with engineering, procurement, and QA teams to meet document submission deadlines.

Senior Executive duties include leading document control across multiple projects, improving processes, mentoring junior staff, and ensuring ISO 9001 compliance and client approvals.

Qualifications

• Experience in document control and records management.
• Familiarity with ISO documentation standards and quality procedures.
• Ability to coordinate with multiple teams for document approvals and distribution.
• Strong attention to detail and organizational skills.

Responsibilities

• Maintain and manage all project and company documentation.
• Control document numbering, filing, versioning, and revision history.
• Receive, review, register, and distribute incoming and outgoing documents.
• Ensure documents comply with company standards and quality procedures.
• Maintain document registers, transmittals, and tracking logs.
• Coordinate with engineering, procurement, quality, project, and client teams for document submission and approvals.
• Archive completed project documents and maintain secure document storage.
• Monitor document status and ensure timely submission of deliverables.
• Maintain confidentiality and data security of sensitive documents.
• Support internal, external, and ISO audits by providing required documentation.
• Prepare periodic document control reports and MIS.
• Train team members on document control procedures when required.
• Lead document control activities across multiple projects.
• Develop and improve document control processes and SOPs.
• Supervise and mentor junior document controllers.
• Ensure compliance with ISO 9001 and project documentation standards.
• Coordinate with clients and consultants for document approvals and closeouts.

Skills

Document Control

DMS proficiency

Version Control

Document Numbering

Records Management

EDMS

Document Review

Quality Documentation

Project Documentation

Communication Skills

Time Management

Attention to Detail

Organizational Skills

Tools

Document Management System (DMS)

SharePoint

ERP SAP

Microsoft Office (Excel, Word, PowerPoint)

Job description

Key Responsibilities

• Maintain and manage all project and company documentation.
• Control document numbering, filing, versioning, and revision history.
• Receive, review, register, and distribute incoming and outgoing documents.
• Ensure documents comply with company standards and quality procedures.
• Maintain document registers, transmittals, and tracking logs.
• Coordinate with engineering, procurement, quality, project, and client teams for document submission and approvals.
• Archive completed project documents and maintain secure document storage.
• Monitor document status and ensure timely submission of deliverables.
• Maintain confidentiality and data security of sensitive documents.
• Support internal, external, and ISO audits by providing required documentation.
• Prepare periodic document control reports and MIS.
• Train team members on document control procedures when required.

Additional Responsibilities (Senior Executive)

• Lead document control activities across multiple projects.
• Develop and improve document control processes and SOPs.
• Supervise and mentor junior document controllers.
• Ensure compliance with ISO 9001 and project documentation standards.
• Coordinate with clients and consultants for document approvals and closeouts.

Required Skills

• Document Control
• Document Management System (DMS)
• Version Control
• Document Numbering
• Records Management
• Electronic Document Management (EDMS)
• Document Review & Tracking
• ISO Documentation
• Quality Documentation
• Project Documentation
• Microsoft Office (Excel, Word, PowerPoint)
• SharePoint
• ERP/SAP (Preferred)
• Communication Skills
• Time Management
• Attention to Detail
• Organizational Skills.