Site Admin Executive & Document Controller

Pbassociates; Mumbai Suburban; On-site; INR 420,000 - 600,000; Full time

Job summary

Pbassociates in Mumbai seeks a diligent Site Administration and Document Control professional for a large residential project in the MMR region. You will maintain master logs, manage drawings/revisions, and oversee office administration on site.

Ideal candidates have 3–7 years in site administration or document control, with strong MS Office/EDMS skills and the ability to coordinate with consultants, contractors and head office.

Qualifications

• Graduate in any discipline; certification in office administration / document control is an advantage.
• 3–7 years of experience in site administration and/or document control on construction projects.
• Prior experience on a large residential project in MMR preferred.

Responsibilities

• Maintain the master document register with unique reference numbering and logs.
• Log incoming/outgoing drawings, RFIs, approvals, minutes, letters and circulars.
• Distribute latest GFC drawings to execution/QA/MEP teams and track acknowledgements.
• Maintain soft-copy repositories with disciplined folder structure and backups.
• Handle site office administration: attendance, leave, stock, travel, and guest arrangements.
• Coordinate labour licences, insurance policies, PF/ESIC challans and renewals tracker.
• Schedule and support site meetings; circulate minutes and action items.
• Manage correspondence with consultants, contractors, authorities and head office.
• Assist HR/head office with onboarding and site access for staff and visitors.

Skills

MS Office

Document management

EDMS/SharePoint/Google Workspace

Attention to detail

English/Hindi/Marathi

Stakeholder coordination

Construction documentation basics

Education

Bachelor's degree

Tools

EDMS

SharePoint

Google Workspace

Job description

Key Responsibilities

• Maintain the master document register: log all incoming / outgoing drawings, RFIs, approvals, minutes of meetings, letters and circulars with unique reference numbering.
• Control drawing revisions distribute latest GFC drawings to execution / QA / MEP teams against acknowledgement and retrieve superseded copies.
• Maintain soft-copy repositories (server / cloud folders) with a disciplined folder structure, naming convention and access control; take periodic backups.
• Handle site office administration: attendance and leave records of site staff, labour registers support, stationery, office upkeep, travel and guest arrangements.
• Coordinate statutory and compliance documentation - labour licences, insurance policies (WC / CAR), PF / ESIC challans of contractors, and renewals tracker.
• Schedule and support site meetings; prepare, circulate and track minutes of meetings and action-item registers.
• Manage inward / outward correspondence with consultants, contractors, authorities and head office; maintain courier and dispatch registers.
• Support audits (internal, ISO, client) by producing requested records promptly; maintain confidentiality of sensitive documents.
• Assist HR / head office in on-boarding formalities, ID cards and site access for new staff and visitors.

Skills & Competencies

• Strong working knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and document management practices; exposure to EDMS / SharePoint / Google Workspace preferred.
• Methodical, well-organised approach with strong attention to detail and record-keeping discipline.
• Good written and spoken English, Hindi and Marathi for correspondence and coordination.
• Ability to handle multiple stakeholders - consultants, contractors, staff and authorities - with professionalism.
• Basic understanding of construction project documentation (drawings, RFIs, work orders) is desirable.

Qualification & Experience

• Graduate in any discipline; certification in office administration / document control is an advantage.
• 3-7 years of experience in site administration and/or document control, preferably on construction / infrastructure projects.
• Prior experience on a large residential project in MMR preferred.