Document Controller

About the Role

We are seeking a Document Controller / Technical Assistant to join our Order Execution Team in Navi Mumbai, India, working closely with Project Managers. This role is integral to ensuring the smooth flow and management of project documentation throughout the lifecycle of engineering projects.

Company Overview

We are a principle-driven organization dedicated to collaboration and innovation, serving as a reliable partner to both internal stakeholders and clients. Our expertise lies in delivering custom engineered solutions addressing challenges across refining, petrochemical, municipal, pharmaceutical, and automotive sectors.

Key Responsibilities

• Facilitate and support the Order Entry Process, managing related document workflows alongside Project Managers.
• Oversee the distribution and control of contractual and project documents among clients, suppliers, and internal teams to guarantee accuracy, timely updates, and version consistency.
• Compile, prepare, and deliver comprehensive project documentation and handover packages upon job completion.
• Organize and maintain accessible project folders and archives aligned with company standards and audit regulations.
• Coordinate with clients and suppliers to ensure timely preparation, revision, and submission of contractual documents, adhering to project timelines.
• Collaborate with Accounting and Finance departments to ensure documentation supports invoicing, payments, and final job closure.
• Review supporting documents such as packing lists and maintain updated order entry and project records within company systems including EDMS, ERP, and SharePoint.
• Enforce consistent application of document numbering, naming protocols, version control, and retention policies.
• Assist with job closure by verifying document completeness and formally closing project folders per company procedures.
• Provide training and guidance on document control practices to project teams when required.

Required Qualifications and Skills

• Previous experience as a Document Controller in engineering, EPC, or OEM project environments.
• Proficiency with document control platforms such as EDMS, SharePoint, or related digital file management tools.
• Fluent English communication skills including speaking, reading, and writing.
• Technical or engineering educational background.
• Strong organizational capabilities, meticulous attention to detail, and disciplined recordkeeping approaches.
• Availability to work from the Mumbai office with flexibility to collaborate across global time zones and work calendars.

Preferred Qualifications

• Experience interacting with multinational clients, EPC contractors, and vendors on sophisticated projects.
• Knowledge of ARAMCO or GCC oil and gas contractual, quality assurance, documentation standards, certification processes, and vendor validations considered a significant advantage.
• Hands-on experience leveraging technology in document control including EDMS integrations, automation tools, optical character recognition (OCR), data extraction, and workflow automation on SharePoint to enhance accuracy and efficiency.
• Familiarity with AI-driven document management solutions such as natural language processing for metadata tagging, automated document classification, or advanced search capabilities, or experience piloting such AI tools.
• Exposure to order execution and coordination with commercial and finance teams.
• Proven ability to develop clear, audit-compliant archives and intuitive document repositories.
• Self-directed and proactive work ethic accompanied by strong communication and follow-up skills with stakeholders.
• Experience supporting job closures, handover documentation, and ensuring audit readiness and compliance.

About the Employer

Koch Engineered Solutions specializes in process and pollution control equipment along with digital technologies that minimize emissions and optimize resource utilization. Their product range includes advanced combustion technologies like burners and flares, serving industries including refining, chemicals, pharmaceuticals, and automotive. The Equipment, Technology and Services division is dedicated to providing innovative, engineered-to-order solutions primarily for refining and petrochemical sectors.

Additional Information

At Koch, employees are encouraged to challenge conventional thinking, discover new methods to add value, and receive rewards for their personal contributions. Compensation estimates provided for roles are based on market data and individual negotiations, reflecting candidate qualifications and location factors. The company also emphasizes empowering employees to excel while balancing individual work and personal needs to foster superior performance.