Documentation Controller

About the Company:

Who we are: We are the manufacturing brains behind successful companies.

What we do: Frigate is an On-demand cloud manufacturing startup that helps OEM'S/ODM'S and product/device companies identify right manufacturing vendors and leverage their existing capacities to get their products manufactured.

Responsibilities:

1. Document Management & Control

• Maintain and update records of technical drawings, BOMs, SOPs, POs, invoices, QC reports, and compliance certificates.
• Ensure all documents are numbered and filed as per company standards.
• Implement version control to avoid usage of outdated drawings or specifications.
• Manage both hardcopy (if Required) and electronic document repositories.

2. Customer & Vendor Documentation

• Handle customer document submissions (drawings, approvals, inspection reports, certifications, etc.).
• Maintain vendor records including audit reports, compliance certificates, and POs.
• Ensure confidentiality of commercial agreements, contracts, and pricing documents.

3. Compliance & Quality Support

• Ensure documentation complies with ISO standards, statutory regulations, and industry norms.
• Support Quality and Audit teams during internal and external audits by providing necessary documents.
• Maintain updated records of calibration certificates and quality checklists.

4. Coordination & Communication

• Act as the single point of contact for document-related communication between internal teams (Quality, Procurement, Sales) and external stakeholders (Customers, Vendors).
• Distribute controlled copies of manufacturing drawings, process sheets, and specifications to authorized personnel only.
• Support Internal teams with timely documentation to avoid process delays.

5. Reporting & Tracking

• Maintain document registers and trackers for approvals, submissions, and revisions.
• Generate weekly/monthly MIS reports on pending and completed documentation.
• Escalate delays in document approvals to management for timely closure.

6. System & Process Ownership

• Manage the Document Management System (DMS) / ERP modules related to documentation.
• Train team members on document handling procedures and digital systems.
• Suggest process improvements to streamline documentation flow.
• Must have end-to-end visibility of every document.
• Responsible for complete documentation updates related to NPD (Mechanical).
• Covers all stages: RFI Enquiries Projects Closure.

7. As per ISO requirements, the following responsibilities are to be carried out across all departments:

• Assisting the Management Representative (MR) and ISO auditors.
• Working closely with IT Admin, ISO team, Management, and Product/Tech teams.
• Maintaining the folder structure in an organized manner.
• Ensuring all documents are up to date and readily available for audits.

Requirements

• Diploma candidates with strong documentation experience.
• 2–5 years of hands-on experience in Document Control, Quality Documentation, Engineering Documentation, or ISO/Compliance support.
• Experience managing documentation in engineering, manufacturing, fabrication, or automotive industries is preferred.
• Exposure to ISO 9001:2015 documentation practices and audit processes.
• Strong knowledge of Document Management Systems (DMS) or ERP platforms (SAP, Zoho, Odoo, Tally, or similar).
• Familiarity with engineering drawings, BOMs, SOPs, quality reports, and project documentation.
• Understanding of version control, change management, and controlled document distribution.
• Ability to handle customer submissions, vendor documentation, and internal compliance records.
• Basic knowledge of quality standards, calibration records, and audit checklists.
• Proficient in MS Office (Excel, Word, PowerPoint) especially experience in maintaining trackers, logs, and MIS reports.
• Ability to work with PDF editors, cloud drives, and shared repositories.
• Working knowledge of AutoCAD/solid modeling file management (viewing, not necessarily designing) is an added advantage.
• Strong written and verbal communication for handling customers, vendors, and internal teams.
• Ability to act as a single point of contact for document-related queries.
• Capable of coordinating across Quality, Procurement, Engineering, Sales, and Management teams.
• Good understanding of ISO standards, documentation controls, and audit requirements.
• Ability to maintain structured folder systems as per ISO norms.
• Knowledge of confidentiality protocols for agreements, contracts, and sensitive data.
• High attention to detail and accuracy.
• Organized, systematic, and methodical approach to work.
• Ability to handle multiple documents and tasks without losing accuracy.
• Proactive in following up, tracking pending approvals, and escalating delays.
• Problem-solving mindset with willingness to improve documentation flow.