Job Description
(Including Roles, Responsibilities, Authorities & Accountability)
Aureya FM Services Pvt Ltd.
(Formerly known as WTC Trades & Projects Pvt. Ltd.)
Doc. No.: ASPL/IMSP03/F-03 Version No.: 01 Revision Date: 20-Feb-2026
Position Title:
Department:
Grade/Level:
Document Controller
Facilities Management
Middle Management
Operational/Functional Reporting
Level 1
EHS Lead (Facilities)
Level 2
Vice President Facilities
Level 3
COO
Responsibilities
Operational Responsibilities

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Maintain and control procedures, manuals, records, and documented information as per Integrated
Management System (IMS) requirements.
Ensure version control, revision control, distribution, and archiving of documents in accordance with
company procedures.
Demonstrate leadership and commitment toward maintaining accurate and controlled documentation
systems.
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Ensure compliance with legal and regulatory documentation requirements.
Maintain IMS documentation including policies, procedures, work instructions, and forms.
Support Context of the Organization documentation and IMS scope management.
Maintain records related to objectives, targets, and strategic planning documentation.
Support Business Risk Analysis documentation and records management.
Maintain documentation related to Hazard Identification and Risk Assessment (HIRA).
Maintain records for Environmental Aspect and Impact Assessments.
Document and track Opportunities for Improvement and continuous improvement initiatives.
Maintain Management of Change documentation and approval records.
Support contractor and vendor documentation management including safety records.
Maintain incident management and reporting documentation.
Maintain emergency preparedness and response procedure documentation.
Maintain business continuity and disaster recovery documentation records.
Maintain security and safety procedure documentation.
Maintain audit documentation including internal and external audit reports.
Maintain records related to non-conformities and corrective actions.
Ensure control of documented information and secure storage of records.
Maintain safety committee meeting records and suggestion management documentation.
Maintain safety observation reports including unsafe acts and unsafe conditions.
Support management review documentation and meeting records.
Support information management and documentation control across departments.
EHS Responsibilities
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Follow EHS policies and safe work practices within office and administrative areas.
Participate in Hazard Identification and Risk Assessment related to office work environments.
Ensure documentation supports compliance with legal and regulatory safety requirements.
Maintain records related to incident management and reporting.
Maintain documentation related to emergency preparedness and crisis management.




Maintain records of safety training and competency programs.
Page 1 of 3

Job Description
(Including Roles, Responsibilities, Authorities & Accountability)
Aureya FM Services Pvt Ltd.
(Formerly known as WTC Trades & Projects Pvt. Ltd.)
Doc. No.: ASPL/IMSP03/F-03 Version No.: 01 Revision Date: 20-Feb-2026
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Maintain documentation related to Permit to Work procedures.
Conduct Safety Observations and report Unsafe Acts and Unsafe Conditions.
Participate in safety committee meetings and behavioural safety initiatives.
Maintain records related to occupational health surveillance and wellbeing programs.
Support incident investigation documentation and reporting.
Maintain records related to fire safety drills and emergency exercises.
Maintain documentation related to environmental safety programs.
Support energy management and environmental sustainability documentation.
Ensure safe document storage and ergonomic office practices.
Promote safe workplace behaviour and compliance awareness.
Maintain documentation related to disaster recovery and business continuity planning.
Support EHS training documentation and attendance records.
Maintain records related to safety audits and inspections.
Support health and wellbeing initiatives documentation.
Ensure information management supports safety and compliance objectives.
Maintain documentation for continuous improvement and management review processes.
Accountability
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Accurate control and maintenance of all organizational documents and records.
Compliance with IMS documentation and document control procedures.
Timely distribution, revision, and archiving of documents.
Maintaining confidentiality and security of organizational records.
Authorities
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Control issuance, revision, and distribution of official documents.
Coordinate with departments for document submission and retrieval.
Maintain document control registers and archives.
Escalate documentation non-conformities or missing records to management.
Routine Activities
Maintain master list of documents and document registers.
Ensure proper document numbering and classification.
Update document revisions and maintain version control.
Distribute approved documents to relevant departments.
Maintain controlled copies of IMS procedures and manuals.
Archive obsolete documents as per document control procedures.
Maintain electronic document management system (DMS) records.
Ensure availability of current documents at points of use.
Track document revisions and approvals from management.
Maintain records of training, safety meetings,



and audit documentation.
Maintain Permit to Work documentation records and archives.
Maintain records of incident reports and investigation documentation.
Maintain contractor documentation including safety certifications and approvals.
Maintain environmental monitoring records and reports.
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Conduct Safety Observations and report unsafe acts or unsafe conditions.
Support internal and external audits by providing required documentation.
Page 2 of 3

Job Description
(Including Roles, Responsibilities, Authorities & Accountability)
Aureya FM Services Pvt Ltd.
(Formerly known as WTC Trades & Projects Pvt. Ltd.)
Doc. No.: ASPL/IMSP03/F-03 Version No.: 01 Revision Date: 20-Feb-2026
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Maintain records of corrective and preventive actions.
Maintain compliance records for legal and regulatory requirements.
Ensure secure storage of confidential or sensitive documents.
Maintain records of safety committee meetings and management review meetings.
Monitor document retention schedules and disposal procedures.
Maintain records related to energy management and waste management initiatives.
Support information management and documentation retrieval requests.
Participate in administrative and documentation coordination meetings.
Assist in preparing documentation reports for management review.
Maintain records of operational reports from different departments.
Ensure effective and accurate documentation control across the organization.
Educational Qualification Requirements
Essential
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Bachelors Degree
(Basic Qualification required)
Additional
(Any special requirements)
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Knowledge of Document Management Systems (DMS), ISO
documentation practices, and MS Office
Work Experience Requirements
Essential
(Minimum Experience required)
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35 years experience in document control or administrative
documentation
Additional
(Any special work experience)
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Experience in facility management, construction, or ISO-certified
organizations
Organizational Interfaces
Facility Manager
Internal Interface
(Departments/Designations
within the organization)
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Property Head
EHS Team
Technical Team
Security Team
Administration Department
Auditors (Internal / External)
Certification bodies
External Interface
(Public/External Agencies outside
the organization)
Consultants and documentation service providers
Knowledge, Skills & Competencies Required
Functional / Technical
Behavioural
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Document Management Systems (DMS)
IMS Documentation Control
Records Management
Data Organization and Archiving
Audit Documentation Support
Attention to Detail
Organizational Skills
Communication & Coordination
Confidentiality & Integrity
Time Management
Page 3 of 3

📌 IMS Document Controller (Bengaluru)
🏢 Brigade Group
📍 Bengaluru