Document Controller

2 months ago

Mumbai, India Vindico Global Full time

Job description

Role: Retail Delivery Administrator / Document controller

Department: Projects

Location: Mumbai

Reporting to: Senior Retail Delivery Manager

Job Purpose:
The primary focus of the position is to provide administrative support to both the retail delivery and business administration team whilst maintaining a positive professional image to all external and internal customers of Vindico.

Primary Objectives:

- Provides administrative support during the project set up phase in order to facilitate a smooth Retail Delivery Process:

- Ensures all required documents, letters, forms, spreadsheets and trackers are available and personalized for the specific project.
- Creates and maintains the tenant folders for all tenant-related documentation, both on the server and in hard copy if required.
- Ensures relevant office supplies and stationery are available through the sourcing, selection and procurement processes sets up and maintains inventory.
- Assists new project team members; ensuring all required resources are available to them.
- Completes the ‘Document Controller’ tenant set up tasks within VRDnet ahead of Tenant sign up.
- Provides continuous administrative and document control assistance to the Project Lead and Project Teams:

- Updates the Tenant Status Report with the NTC information received from the landlord and advises project lead.
- Welcomes visitors to the project office, advises of arrival or communicates messages when point of contact is unavailable.
- Arranges payments of project related invoices to ensure uninterrupted service, files related documentation within the Project Bills folder.
- Prepares NOC’s for Tenants; coordinating with the landlord for signature and arranging collection via the Retail Delivery Manager
- Supports the Project Lead through the completion of general administrative functions such as reporting, scheduling of meetings, calendar management, typing, correspondence and sourcing of information.
- Manages the drawing submission and return process for the project team; maintains and monitors the submission tracker.
- Updates the Tenant Status Report with drawing statuses once received from the Studio team.
- Accepts unit related documentation on behalf of the Retail Delivery Managers, communicates its acceptance, scans, re-names and files in its correct location.
- Supports the Retail Delivery Managers in the preparation of Tenant letters
- Maintains project related documents received from the landlord that may be required by the project team E.g. Drawings, Leasing Plans, Permits etc.
- Prepares and updates the Tenant Variation Request/Change Order Request Tracker for the project/portfolio team
- Prepares and updates the Testing & Commissioning tracker for the project/portfolio.
- Monitors the Close Out process, prepares and updates the Close Out Tracker, receives items from the Tenant/Tenant’s team, hands over closed out Tenant files to the Landlord.
- Provides administrative support to Business Administration and Talent & Training, undertaking a point of contact role for all personnel and project related documentation and reporting.
- Completes the Invoice Request process, providing required information to Business Administration, receiving the invoice for signature and submitting to the client.
- Maintains an Invoice Tracker at project level in order to monitor the status of all invoices.
- Ensures that all required documentation and reports are completed and submitted to Business Administration as per standard operating procedures.
- Completes monthly Petty Cash Report with supporting receipts and replenishment, ensuring expenses are authorized by the Project Lead prior to submitting to Business Administration.
- Completes monthly Attendance Report, ensuring availability of supporting documentation such as medical certificates prior to submitting to Talent & Training. Highlights any patterns of lateness or sickness to Project Lead.
- Utilizes the Corporate Admin One Drive/VRDnet to ensure availability of all required documentation and communication.

**Experience**:

- Document management: 3 years (preferred)

Application Deadline: 15/07/2023

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