1. JOB PURPOSE:

Senior Document Controller to oversee and implement the document control processes within the Infrastructure & Landscaping division of Sobha PMC. This role is crucial for maintaining the accuracy, accessibility, and organization of documents related to infrastructure and landscaping projects, ensuring compliance with management systems and legal/regulatory requirements.

Role & responsibilities

Key Responsibilities:

1. Document Control Management:

- Oversee and implement document control processes within the infrastructure and landscaping projects of Sobha PMC.
- Work closely with contractors, internal teams, and the PMC to ensure that project documentation is controlled, organized, and up to date.
- Monitor the creation, review, approval, and distribution of project documents, ensuring they comply with project specifications and quality standards.
- Ensure that documents are generated, identified, registered, collected, distributed, revised, maintained, and disposed of according to management system procedures.
- Ensure all documents are approved prior to issuance and are controlled throughout their lifecycle.
- Review, update, and maintain the document register to reflect current revisions and changes.
- Prevent the unintended use of obsolete or superseded documents.

2. Official Correspondence Drafting:

- Draft and manage official project correspondences, including emails, letters, memos, and reports, ensuring alignment with project requirements and corporate communication standards.
- Ensure that all official correspondences are clear, accurate, and adhere to company policies, maintaining a professional tone.
- Collaborate with relevant departments to ensure timely review, approval, and distribution of correspondences.

3. Coordination and Guidance:

- Provide functional guidance, training, and direction to contractors document controllers as needed to ensure compliance with internal document control processes.
- Coordinate with the PMC team to implement and maintain an effective document management system across projects.

4. Document Distribution and Storage:

- Ensure the availability of relevant and up-to-date versions of documents at points of use.
- Ensure that documents of external origin are identified, controlled, and distributed with line manager approval.
- File and store both physical and digital documents to ensure easy and quick retrieval.
- Copy, scan, and store documents as needed to facilitate smooth access and retrieval.
- Manage documents of external origin by identifying, controlling, and integrating them into the project documentation system.

5. Confidentiality and Compliance:

- Maintain confidentiality surrounding sensitive project information and contractual agreements.
- Oversee document control processes to ensure compliance with legal and regulatory requirements.
- Manage and control the flow of documentation within the organization, ensuring all internal and external stakeholders have access to relevant, up-to-date documents.
- Ensure documents remain legible, identifiable, and are always current.

6.



Document Retrieval and Reporting:

- Retrieve requested files for employees, clients, and stakeholders in a timely manner.
- Prepare and submit daily document reports to the line manager and other relevant project staff.
- Generate ad-hoc reports related to project documentation as required.

7. Documentation Process Improvement:

- Identify areas for improvement in document control processes and implement strategies to enhance efficiency and accuracy.
- Develop standardized templates for project-related documents to ensure consistency across all project teams.

8. Electronic Document Management Systems (EDMS):

- Proficiently manage and maintain Electronic Document Management Systems (EDMS), ensuring proper tracking, version control, and document access.
- Ensure the effective use of EDMS for organizing, archiving, and controlling documents, adhering to best practices in electronic document management.
- Maintain proficiency in EDMS to ensure the storage, retrieval, and control of project documentation are optimized.

9. Administration and VP- PMC Office Management:

- An efficient and trusted secretary to VP- PMC. Oversee the daily upkeep and smooth functioning of the VP-PMC office, ensuring a clean, organized, and efficient workspace.
- Handle office requirements, including procurement of supplies, maintaining inventory, and managing office equipment.
- Keep the daily diary of the VP-PMC, tracking meetings, events, and important activities.
- Act as the point of contact for communication between the VP-PMC and HR, Finance, and Legal departments, ensuring smooth coordination and timely action on administrative matters.
- Assist in organizing meetings and appointments for the VP-PMC, managing their schedule effectively.
- Maintain and update office records, and coordinate office communications and memos.

10. Miscellaneous:

- Manage the numbering, sorting, filing, and retrieval of all project-related documents (both physical and electronic) in a timely, accurate, and efficient manner.
- Perform any other tasks assigned by the line manager or Head of Department (HOD).
- Assist with office administration tasks for the line manager as required.

1. COMMUNICATION & WORKING RELATIONSHIPS:

HOD, VP- PMC, Client, PMC Team, HR, IT team, Site Team, Sub/ Independent Consultants and Contractors.

2. FRAMEWORKS, BOUNDARIES & DECISION-MAKING AUTHORITY:

Collaborate with clients, PMC team to provide innovative and sustainable solutions, ensuring the successful completion of projects on time, within budget, and to the highest standards of quality with the approvals from the Sr Technical Engineer and GM Design.

3. QUALIFICATION & EXPERIENCE:

MINIMUM QUALIFICATION:

Education:



Bachelor’s degree in civil engineering, Bachelor of science. Construction Management, or a related field.

ISO 9001:2015 Quality management system internal auditor.

MINIMUM EXPERIENCE:

Minimum of 5-12 years of experience in document control within infrastructure or landscaping projects, with a PMC in a senior role.

4. SKILLS:

- Expertise in Electronic Document Management Systems (EDMS) and manual document control methods.
- Strong drafting and written communication skills, particularly for official correspondences.
- Excellent organizational, time management, and multitasking abilities.
- Ability to coordinate and collaborate effectively with cross-functional teams.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management software.
- Familiarity with ISO or other quality management systems, regulatory requirements, and best practices for document control.
- Knowledge of legal and contractual obligations related to project documentation.
- Meticulous attention to detail and accuracy.
- Strong communication skills with the ability to draft clear, professional correspondences.
- Proactive and able to handle multiple tasks while working independently.
- Ability to maintain confidentiality and manage sensitive information.
- Strong problem-solving skills, with the ability to anticipate challenges and provide solutions.
- Team-oriented with the ability to collaborate across departments and with external contractors.

5. COMPETENCIES:

Professional Behavior:

- Integrity: Upgrading generally accepted social and ethical standards in job related activities.
- Performance Notification: Setting high standards regarding one’s own work and acting accordingly. Inspiring the team for high performance & quality.
- Stress Tolerance: continuing to perform effectively when facing time, pressure, resistance, disappointment, or opposition.

Mental Agility:

- Problem Analysis: Identifying problems and tracking down possible causes., recognizing important information and establishing a link between data.
- Decisiveness: Making decisions by taking actions or committing oneself by expressing opinions.

Leadership:

- Directing and guiding employees. Clearly describing and assigning tasks, responsibilities, and authority to the right people, thereby making effective use of their time and skills.
- Planning and Organizing: Determining goals and priorities effectively and stipulating the time actions and resources required to achieve the agreed goals.

Entrepreneurship:

- Client Orientation: Investigating the clients’ wishes and needs and acting accordingly. Anticipating client’s needs. Giving high priority to service orientation and client satisfaction.
- Results orientation: Actively focusing on achieving results and objectives and being prepared to act in the event of disappointing results.

Cooperation:

- Teamwork: Making an active contribution to a joint result or solution, even when such teamwork concerns a matter which is not of immediate personal interest.

📌 Sr Document controller- Infrastructure & landscaping (Hyderabad)
🏢 Latinem
📍 Hyderabad