Coordinator

Position Title: Assistant Document Controller & Coordinator

Employment Type: Full-time

Location: Pune

Executive Summary

We are seeking an meticulous, highly organized, and proactive Assistant Document Controller & Coordinator to join our team. In this dual-function role, you will be responsible for maintaining the integrity, traceability, and secure storage of all technical, legal, and operational project documentation.

As an essential bridge between internal teams, executive leadership, external consultants, and regulatory authorities, you will enforce document governance while facilitating smooth administrative coordination to keep our projects running efficiently and on schedule.

Key Responsibilities1. Document Control & Quality Assurance

• Lifecycle Management: Receive, log, track, and archive incoming and outgoing technical, financial, and contractual project documentation (e.g., drawings, contracts, submittals, RFIs, change orders).
• Quality & Compliance Checks: Review all incoming documents for formatting, completeness, correct metadata, and compliance with company branding and regulatory standards before processing.
• Filing & Retrieval: Maintain a clear, logical, and secure physical and digital file directory for rapid retrieval upon request.

2. Operational & Project Coordination

• Cross-Functional Liaison: Serve as the primary point of contact for document transmittals between internal engineering/project teams, vendors, clients, and external consultants.
• Meeting & Minute Management: Attend key project alignment meetings; draft, format, and distribute agendas, action logs, and meeting minutes.
• Process Tracking & Follow-ups: Track the workflow lifecycle of submittals and pending document approvals; actively follow up with responsible team members to prevent bottlenecks.
• Reporting: Generate weekly/monthly document status tracking reports, drawing registers, and compliance logs for Senior Management review.
  

Required Qualifications & Experience

• Education: Diploma or Bachelor’s degree in Business Administration, Information Management, Engineering, or a related field.
• Experience: 1–2 years of proven experience in document control, administrative coordination, or project support (preferably in construction, engineering, commercial real estate, or corporate operations).
• Software Proficiency:
• Advanced command of MS Office Suite (Word, Excel, PowerPoint, Outlook).

Key Competencies & Personal Attributes

• Uncompromising Attention to Detail: Exceptional precision in spotting formatting errors, numbering mismatches, and compliance gaps.
• Organizational Mastery: Ability to multitask, manage conflicting deadlines, and maintain strict control over large volumes of data.
• Strong Communication: Clear, professional written and verbal communication skills for effective stakeholder interaction.
• Proactive Problem Solver: Self-motivated individual who anticipates bottlenecks and actively follows up on pending approvals.
• Discretion: High integrity in handling confidential business and financial documents.

Work Conditions & Compensation

• Work Environment: Corporate Office / Project Site Office
• Hours: Full-Time, Standard Business Hours
• Benefits: (Competitive Salary / Health Insurance / Annual Bonus / Professional Development)