Documentation Executive

About the Role :

We are seeking a Document Controller to join our team. The ideal candidate will be responsible for managing and controlling project documentation, ensuring accuracy, completeness, and timely distribution. Strong organizational skills, attention to detail, and proficiency in document management systems are essential.

Duties & Responsibilities:

• Assist the Technical Director (Civil), VP (Projects) and General Manager in all aspects related to Project Documentation including letter and telephonic communication.

Documentation:

• Back Support to the Technical Director (Civil) & VP (Projects) while out of station or during site visit.
• Assist in technical and functional review of the scope of work.
• Oversee all incoming and outgoing communications, including emails, reports, and internal correspondence for projects.
• Receiving incoming mail and directives and sorting based on the type of action and suspense date.
• Sorting, disseminating, and tracking the incoming correspondence, staff actions, events, and activities.
• Preparing and sending communications with an approval on behalf of the Vice President (Projects) and Technical Director (Civil).
• Assist with preparing and submitting correspondence materials and maintain in the form of electronic and hard copy.

Operations & Management (O&M):

• Carry out maintenance activities at all maintenance Sites.
• Assist with submitting timely submission of RA Bills/Annuity bills to the client.
• Undertake administrative tasks to support the team of Civil Department.
• Prepare and submit the O&M manual & maintenance program.
• Prepare compliance to IE/IC comments, if any for review of superiors.
• Prepare reply to Authority/Client for review of superiors.
• Prepare and submit the Monthly Progress/Status Report to Client/IE/IC.
• Daily Co-ordination with site supervisor/engineer to repair the defect/deficiencies as per provision of Schedule-K of CA.
• Schedule/arrangement for site inspection.
• Communication with the Directors, Project Head and Technical Key-personnel.
• Coordinate with the Project Offices.
• Drafting Letters, preparing of various reports such as Monthly Progress Review Report, Monthly Inspection Report, and Quarterly Progress Report etc. for the Project.
• Review key plan & layouts of fuel stations or any other applications for access permission and prepare NOCs & Access permission letter as per guidelines.
• Prepare and edit project-based correspondence, communications, presentations, and other documents.
• Monitoring and record keeping of design & drawings and correspondences.
• Coordinating technical support commensurate with the assignment and arranging quick-fix response as appropriate, such as computer and other electronic peripherals.
• Ability to handle multiple tasks efficiently and accurately.

Other Activities:

• Other duties and responsibilities as assigned by management
• To visit all the sites at least twice in a month for meeting clients and Compliance purpose.