Document Controller
2 weeks ago
Job Title: Document ControllerJob Location:
Jagirod, Assam
Job Summary :The Document Controller is responsible for maintaining the accurate and efficient management of project documents and ensuring all documentation processes adhere to company and project standards. Additionally, this role will handle procurement tasks such as Purchase Requisition (PR) creation and coordinate the follow-up of payments and invoices. This multifaceted role is essential for supporting smooth project operations and effective document handling within the OSAT construction environment.
Key Responsibilities :
1. Document Management :Oversee the receipt, cataloging, and distribution of all project documents, including drawings, specifications, reports, and contracts.Establish and maintain an organized system for managing project documents both in hard copy and digital formats.Ensure all documents are properly controlled and accessible to project teams in compliance with project-specific and company protocols.Regularly update and archive documents, ensuring only the most recent versions are in circulation.
2. Document Control Procedures:Develop, implement, and maintain document control policies and procedures to align with project requirements and best practices.Coordinate with project teams to ensure timely submission of documents and prompt resolution of any document discrepancies.Perform quality checks to confirm that all documents are accurate, complete, and compliant with project standards.
3. PR Creation and Procurement Support:Prepare and issue Purchase Requisitions (PRs) for project materials, equipment, and services as requested by project managers or procurement officers.Work with the procurement team to ensure all purchase requisitions are accurate and include the necessary documentation.Track PR approvals and status updates to ensure timely processing and procurement of needed resources.
4. Payment and Invoice Follow-Up:Coordinate with the finance and procurement departments to monitor and expedite payment processes for vendors and subcontractors.Follow up on invoice submissions and payment schedules to ensure compliance with agreed terms and conditions.Maintain records of payment status and address any discrepancies or issues related to invoices and payments promptly.
5. Reporting and Communication:Prepare and present regular reports on document control status, outstanding PRs, payment progress, and invoice tracking to project management.Communicate with external vendors and internal teams regarding documentation, PRs, payments, and invoice issues to foster efficient collaboration.Act as the point of contact for any inquiries related to project documentation, PRs, and payment status.
6. Compliance and Auditing:Ensure all document control practices comply with legal, contractual, and regulatory requirements.Assist in internal and external audits by providing accurate and comprehensive document and payment records as needed.Maintain a high level of confidentiality and security of sensitive project and financial documents.
7. Collaboration and Support:Work closely with project managers, engineers, and site personnel to support documentation needs and assist in resolving documentation-related challenges.Coordinate with the procurement team for timely material and service acquisitions, ensuring that documentation requirements are met for vendor payments.Assist with other administrative duties as assigned by the project management team to support overall project execution.
Qualifications :• Any Graduate• Experience with procurement processes, including PR creation and invoice tracking.
Desired Skills :• Strong organizational and time management skills.• Proficiency in document management software and Microsoft Office Suite (Word, Excel, PowerPoint).• Excellent attention to detail and accuracy.• Effective communication and coordination skills.• Ability to multitask and prioritize work under tight deadlines.
Technical Knowledge :• Familiarity with document control systems and tools.• Basic knowledge of procurement software and financial tracking systems.• Understanding of construction project workflows and documentation requirements.
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