PDS Projects - Document Controller Cum Approval Tracker Specialist

Jones Lang LaSalle (JLL); Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Jones Lang LaSalle (JLL) is seeking an experienced Document Controller to lead document management across complex construction projects in Mumbai. The role requires establishing robust EDMS systems, version control, and master registers, coordinating with architects, engineers, and clients through submittals and RFIs.

The candidate will manage compliance with ISO 9001 and contractual obligations, mentor junior staff, and drive SOPs for efficient project closeout and handover.

Qualifications

• Bachelor's degree in Civil Engineering, Construction Management, Architecture, or related discipline.
• Diploma or certification in Document Management, Project Management, or Quality Management (preferred).
• ISO 9001 Quality Management System training or Lead Auditor certification (advantageous).
• Certifications in EDMS platforms such as Aconex, Procore, or BIM 360 (highly valued).

Responsibilities

• Establish and maintain document management systems for drawings, specifications, submittals, RFIs, and as-built records.
• Implement version control, distribution protocols, and archival standards across EDMS platforms (Aconex, Procore, BIM 360).
• Create and maintain master document registers with proper naming conventions and access controls.
• Process contractor submittals including shop drawings, material data, and test certificates.
• Coordinate review cycles with architects, engineers, consultants, and client representatives.
• Manage RFI registers including issuance, distribution, response tracking, and close-out.
• Control document security protocols and access permissions.

Skills

Document control

EDMS

Stakeholder management

Training & SOPs

Leadership

Education

Bachelors in Civil Engineering

Diploma in Document Management

ISO 9001 Lead Auditor

EDMS certifications (Aconex/Procore/BIM360)

Tools

Aconex

Procore

Autodesk BIM 360

Newforma

ProjectWise

Job description

Responsibilities

Document Management

• Establish and maintain document management systems for drawings, specifications, submittals, RFIs, and as-built records
• Implement version control, distribution protocols, and archival standards across EDMS platforms (Aconex, Procore, BIM 360)
• Create and maintain master document registers with proper naming conventions and access controls
• Process contractor submittals including shop drawings, material data, and test certificates
• Coordinate review cycles with architects, engineers, consultants, and client representatives
• Manage RFI registers including issuance, distribution, response tracking, and close-out
• Control document security protocols and access permissions

Statutory Approval Coordination

• Develop and maintain approval tracking matrices for all regulatory requirements
• Coordinate submissions for building permits, environmental clearances, fire NOCs, utility connections, and occupancy certificates
• Track approval timelines and elevate delays impacting project critical path
• Maintain detailed records of all correspondence, submissions, and approvals from statutory agencies
• Follow up persistently on pending submissions with government authorities and regulatory bodies
• Monitor regulatory changes and communicate updated requirements to project teams
• Ensure compliance with building codes, zoning regulations, environmental laws, and industry-specific requirements

Compliance Reporting

• Ensure documentation complies with contractual requirements, ISO 9001 standards, and client specifications
• Prepare documentation packages for internal audits, external audits, and regulatory inspections
• Maintain evidence files demonstrating statutory compliance for handover and final approvals
• Generate weekly/monthly reports on document control status and pending approvals
• Provide dashboards tracking approval milestones, outstanding submissions, and critical path impacts
• Create project closeout documentation including as-built drawings, OM manuals, warranties, and test certificates
• Maintain project closeout checklists and handover documentation status reports

Stakeholder Management

• Serve as primary liaison between project teams, consultants, contractors, and regulatory authorities
• Coordinate with architects, structural engineers, MEP consultants, and specialty consultants
• Facilitate document review meetings and maintain minutes with action items
• Provide regular status updates to project management on documentation and approval timelines
• Lead and mentor junior document controllers and administrative support staff
• Develop and conduct training sessions on document management procedures and EDMS platforms
• Establish standard operating procedures (SOPs) for document control processes

Required Qualifications

Education Certifications

• Bachelors degree in Civil Engineering, Construction Management, Architecture, or related discipline
• Diploma or certification in Document Management, Project Management, or Quality Management (preferred)
• ISO 9001 Quality Management System training or Lead Auditor certification (advantageous)
• Certifications in EDMS platforms such as Aconex, Procore, or BIM 360 (highly valued)

Experience

• 15+ years of progressive experience in document control and statutory approval management within construction industry
• Proven track record managing documentation for projects valued at $100M+
• Experience across commercial, residential, hospitality, healthcare, or mixed-use developments
• Full project lifecycle experience from design development through construction completion and handover
• Demonstrated expertise navigating complex regulatory environments and multi-jurisdictional approval processes
• Experience with both new construction and renovation/retrofit projects (preferred)

Technical Proficiency

• Expert-level knowledge of EDMS platforms: Aconex, Procore, Autodesk BIM 360, Newforma, or ProjectWise
• Advanced Microsoft Office Suite proficiency including Excel (pivot tables, formulas, macros)
• Familiarity with document control features in Primavera P6, MS Project, or similar software
• Understanding of CAD file formats, drawing management, and version control protocols
• SharePoint administration and workflow automation experience (preferred)

Regulatory Compliance Knowledge

• Comprehensive understanding of local, state, and national building codes and approval processes
• In-depth knowledge of statutory requirements: building permits, environmental clearances (EIA, EC), fire NOC, structural stability certificates, occupancy permits
• Familiarity with utility approval processes for electricity, water, sewage, telecom, and gas connections
• Understanding of contractual obligations related to document control (FIDIC, JCT, or local contracts)
• Knowledge of quality management systems (ISO 9001) and document control standards

Construction Industry Expertise

• Strong understanding of construction drawings, specifications, and technical documentation
• Knowledge of architectural, structural, MEP, and landscape disciplines