Document Controller

Role Overview

The Document Controller position sits within Design & Engineering and reports to the Section Head. This role is based at EDRC, HQ in the Greater Chennai Area.

The purpose of the role is to keep project documentation organized, accurate, traceable, and accessible throughout the full document lifecycle. The document controller handles version control, safeguards compliance, supports project communication, manages archiving, and ensures confidential records are preserved correctly for long-term use.

Core Responsibilities

Document handling and control

• Accept and release documents through transmittals for both internal and external circulation in line with the document distribution matrix.
• Check engineering documents carefully and ensure they are submitted within the required timeline.
• Maintain the project department’s document control register.
• Keep approved documents and drawings updated in the archive and file server so they can be traced easily.
• Provide controlled copies of the latest approved documents and drawings to the relevant engineers and stakeholders.

Coordination and distribution

• Communicate document updates or revisions promptly to all concerned parties.
• Work with cross-functional teams to make the document approval workflow more efficient.
• Coordinate with IT teams to strengthen cybersecurity around document handling and storage.

Compliance and quality

• Ensure documents meet company standards, contractual obligations, legal requirements, and relevant industry norms such as ISO and Indian codes.
• Protect confidential project information and maintain strict document security.
• Carry out regular checks to confirm documents remain accurate and consistent.

Document systems and archiving

• Use both digital and physical document management systems to track, store, and retrieve records.
• Maintain a clear filing structure so documents can be found quickly and easily.
• Archive project documents properly at closure for long-term retention.
• Prepare and revise document control procedures and guidelines to keep processes standardized across the team.

Project tracking

• Support project timeline monitoring by tracking document flow and status.
• Follow up to make sure approvals and sign-offs are completed on time during each project phase.
• Manage archival databases and related records so controlled documents remain easy to access and monitor.

Stakeholder Coordination

• Work with the DDH/SH to understand project requirements and departmental instructions.
• Share project and department updates with team members to support smooth coordination.
• Partner with the IT team to use new tools and improve secure digital document workflows.
• Coordinate with clients and project site offices on project-related documentation and activities.

Knowledge, Experience and Skills

The role requires a diploma or bachelor’s degree in business administration and strong command of English.

Applicants should bring 5 to 8 years of experience in document control, specifically within infrastructure projects.

Important technical capability includes strong MS Office proficiency, especially Excel, Word, Outlook, and preferably AutoCAD. Experience with document management systems such as SharePoint, cloud-based platforms, and BIM 360 is also required, along with familiarity with documentation regulations.

Behaviorally, the role calls for clear communication, strong interpersonal ability, effective troubleshooting of document control issues, and the capability to handle large volumes of information with accuracy and compliance.

Additional Information

Document Owner information and the reference date provided in the source are part of the role record. The document date mentioned is 03/02/2025.

Workplace Details

Workplace classification: EDRC, HQ.