Senior Associate - Document Controller

Duties and Responsibility

• Implement and maintain document control processes and procedures
• Develop and maintain the Document Management System
• Manage all flows of documents either in electronic form or on paper support
• Ensure Document Management including E-Data, accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
• Process incoming & outgoing documentation (registration in the DMS, internal distribution, archiving)
• Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers)
• Ensure control and coordination of projects documentation and data
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored
• Assistance in the preparation, collation and issue of reports and registers as may be required
• Communicate and liaise with Team, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
• Monitor technical documents review and approval in accordance with agreed schedule
• Produce internal and external (Clients and Suppliers) over-due reports
• Ensuring the use of standardized forms and templates
• Set-up Data folders and facilitate Document communication process
• Establish and maintain the Master Document Register in cooperation with the team
• Other relevant duties/tasks as directed by HOD

• Process all advance payments, monthly payments, one-time payments, retention money payments accurately within stipulated time, without penalty (in case of Gov invoices), as per PO Terms & Conditions for GHIAL, CISF & Township, Foreign Invoices to ensure uninterrupted operations.
• Support in resolution of conflict during invoice processing in SAP, follow-up with respective party to submit any missing details/documents etc. Follow-up to process such cases individually.

• No. of days per invoice payment cycle
• Zero Penalty
• Zero error

MIS reports and Special Initiatives

• Preparing MIS reports
• Prepare, modify, revise & update the AutoCAD drawings required for various projects for entire department

• Timely generation of reports
• No. of drawings revised