Document Management Specialist

Job Summary:

We are seeking a document control profession responsible for the timely, accurate and

efficient preparation and management of the project documents. In this role, you will be

required to review, process and file documentation as well as manage the smooth running

of all our documentation operations. You will be responsible for managing and organizing

project documentation, ensuring that documents are up-to-date, and easily accessible to

all stakeholders.

Responsibilities:

• To perform the document control process for multiple projects, ensuring compliance

with the company system and standard requirements.

• Utilize applicable inhouse software to manage and organize project documents,

including drawings, specifications, reports, and correspondence.

• Coordinate with client to activate documentation system for the project and ensure the

system is set up for the documentation process.

• Ensure proper storage, indexing and retrieval of documents with the in-house

application for easy access of the project team members.

• Coordinate with project teams to establish and enforce document control protocols and

procedures for the project.

• Regular expediting with the vendors for submission of the documents as per the agreed

documentation procedure.

• Continuous monitoring & controlling the project document status as per the conditions

of the contract and ensure the receipt & submission of the documents by vendors & client.

• Coordinate with counterpart in Madrid for establishing and maintaining efficient

document management system.

• Prepare and distribute reports to the project team for the efficient documentation

management of the project.

• Support the archiving and final handover of project documentation upon project

completion.

• Preparation of work orders for the projects as estimated and provided by the project

team.

• Monitoring and controlling the timesheet and distribution of manhours to the team as

required.

Qualifications:

• Bachelors degree in any discipline with minimum 2+ Yrs. of experience in document

control, with a strong understanding of documentation management principles.

• Strong communication (English Written / Verbal) and interpersonal skills to collaborate

effectively with project teams and stakeholders.

• Excellent organizational skills with a high attention to detail.
• Ability to work independently and manage multiple tasks and projects simultaneously.
• Familiarity with industry standards and regulatory requirements for document control

tushti@exsearch.in