Document Controller

Job Overview

As a Document Controller at JAKSON Group based in Noida, Uttar Pradesh, you will manage the common data environment (CDE) ensuring all project documents such as drawings, submittals, RFIs, and records are properly numbered, version-controlled, disseminated, and easily accessible. The role includes assembling comprehensive handover documentation to support project gate closures.

Primary Duties and Responsibilities

• Administer CDE platforms like Aconex, ACC or equivalents by managing workspaces, user access, workflows, and distribution matrices.
• Maintain strict control over document numbering, revision tracking, and status codes, rejecting any non-compliant submissions.
• Handle processing and monitoring of transmittals, technical submittals, RFIs, and client correspondence with detailed audit trails.
• Keep and update the master document register and ensure overdue reviews are followed up according to deliverable schedules.
• Distribute controlled documents to internal teams, subcontractors, and consultants while recalling outdated versions.
• Support document control activities during tender phases including addenda tracking and bid compilation.
• Compile handover dossiers incorporating quality records, operation and maintenance manuals, as-builts, and commissioning files.
• Generate weekly reports summarizing document status including outstanding submittals, overdue reviews, and aging RFIs.
• Conduct training sessions for project staff and subcontractors on using CDE workflows and document control procedures.

Key Performance Objectives

• Ensure no work is carried out using superseded document revisions.
• Complete processing of transmittals and RFIs within 24 hours of receipt.
• Maintain zero significant discrepancies during register audits.
• Timely issuance of weekly document status reports.
• Deliver complete handover documentation at each project milestone.

Required Qualifications and Experience

• Graduation or diploma in any discipline; engineering background is preferable.
• Certified training experience with CDE platforms such as Aconex, ACC or similar.
• 5 to 10 years’ experience in document control specifically within EPC or construction projects, preferably in mission-critical or industrial settings.
• Exposure to managing documents across multi-project and multi-party environments involving clients, PMCs, subcontractors.
• Experience handling tender and project handover documentation phases.

Skills and Competencies

• Strong attention to detail with consistent adherence to processes.
• Proficient with CDE platforms and advanced Microsoft Excel skills.
• Ability to enforce procedures firmly but courteously when interacting with senior engineering staff.
• Maintain audit-ready organizational standards at all times.
• Excellent organizational skills and accuracy in document management.

Technical Knowledge and Interfaces

• Experience with Electronic Document Management Systems (EDMS) and CDE technologies such as Aconex, SharePoint, ProjectWise.
• Familiarity with MS Office suite, focusing on document management functionalities.
• Collaboration with internal departments including Project Controls, Design Office, QA/QC, Testing & Commissioning, Supply Chain Management, and various project teams.
• Liaison with external parties such as clients, PMCs, subcontractors, and consultants for document-related requirements.

Additional Information

Workload tends to be heavy during design and construction stages. The role demands strict confidentiality in handling sensitive documentation. Travel requirements are minimal but may include occasional site visits.