Reports To : Project Director

Scope : Supports project admin and document control for Dahej plant construction

The Project Assistant & Document Controller Specialist is responsible for administrative, accounting and some secretarial duties to support the green field plant construction project at Payal Industrial Park (PIP) Dahej Gujarat. This position will provide assistance to engineering and construction project team. The position will perform tasks that do not require engineering or construction knowledge but do require attention to details. The primary objective of this position is to work with the project director and his team to provide some administrative and secretarial assistant, work with the procurement and finance team for project execution activities.

The Job will be based initially project office at Vadodara or selected EPCM (Detail Engineering Procurement and Construction Management) office and will eventually migrate to the construction site at PIP, Dahej, Gujarat. Upon the completion of the engineering and construction phase of the project, this position will then become the Nirvana plant administrative assistant reporting directly to the plant manager

Core Responsibilities:

- Work as project team and reports directly to the Project Director
- Work with selected EPCM consultant and site contractors to manage administrative, documents controls and secretarial aspects of the project engineering, procurement and construction, Safety, Quality Schedule and Cost control
- Assist project manager with project document controls
- Assembles and submits relevant data files compiles statistics and information for various reports and documents as needed for the project
- Assist with business travel arrangements for personnel within the project team
- Maintain and update project document control logs (correspondence, contracts, RFIs, transmittals, etc.)




- Ensure all incoming and outgoing documentation is properly filed (electronic and hard copy)
- Maintain project filing system in alignment with project documentation protocols
- Track all project action items and ensure they are followed up and closed in a timely manner
- Maintain a live action tracker in coordination with the Project Director
- Monitor deliverables submittal dates (e.g., engineering drawings, vendor documents) and issue reminders on due dates
- Maintain the Master Deliverables list with inputs from engineering, procurement, and construction teams
- Organize and schedule project meetings (internal and external)
- Prepare and distribute meeting agendas
- Record accurate meeting minutes and circulate within 24 hours
- Track and follow up on action items from meetings
- Liaise with internal departments, contractors, and vendors for administrative coordination
- Maintain contact lists and distribution lists for the project
- Support issuance of memos, letters, and official project communications

Qualified candidates will have:

Mandatory requirements:

- Bachelors or masters degree in related fields.
- 3+ years of experience in a similar role, preferably in an industrial or construction project environment
- Solid proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Fluent in the written and spoken communication in the English language
- Attention to detail and strong organizational skills
- Experience with project management or document control software (e.g., SharePoint, Aconex, Procore) is a plus

Desirable requirements:

- Ability to follow instructions of a detailed and technical nature
- Good planning and organization skills
- Good communication (verbal & written) and presentation skills
- Ability to work with other disciplines (engineering, procurement, EHS&S;) .
- Ability to work with contracting companies doing work .
- Ability to work within budgets and to deadline
- Ability to work independently in absence of supervisor.

📌 Project Assistant & Document Controller Specialist (Dahej)
🏢 Pharmapodium
📍 Dahej