Coordinator, Document Controls

This role is responsible for managing, organizing, and maintaining a company’s documents and records. It ensures that documents are accurate, up-to-date, properly stored, and easily accessible to the right people. Key duties include controlling document versions, ensuring compliance with standards, supporting audits, distributing documents to relevant teams, and maintaining secure and efficient filing systems.

Qualifications

Key Competencies / Skills:

Mandatory Skills

• Minimum 3 years’ experience as a Document Controller in Engineering / construction projects. (Preferbly in Power & Water treatment plants)
• Proficiency in MS Office, SharePoint, Aconex, Think Project, Wrench EDMS, or similar document management systems.
• To have experience working for or with Consultant, contractors or project management companies and can manage multiple projects simultaneously
• To be confident presenting to all stakeholders including contractors and clients
• Strong English language proficiency and communication skills for effective coordination with internal teams and external stakeholders.

Qualifications

• Bachelor’s degree or relevant certification in Business Administration, Information Management, or a related field.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.
• Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.

Responsibilities

• Manage and maintain all project documents, drawings, and project ecords for accuracy and compliance with company standards.
• Ensure that all documents are easily accessible and properly stored electronically within designated folders.
• Ensure proper document numbering, version control, and revision tracking.
• Maintain documents log for daily tracking and audit purpose.
• Distribute drawings and documents to engineers, consultants, and clients as and when needed.
• Coordinate with project manager / team to ensure timely and efficient document submission and approval.
• Audit document records time to time to ensure accuracy and comprehensiveness.
• Provide training to new joiners / staff on documentation processes like folder structure, file naming convention and the use of document control softwares.
• Interface with other departments to streamline document management and retrieval.
• Generate reports on document status, progress, and challenges, recommending improvements.
• Safeguard confidential information and ensure sensitive documents are controlled securely.
• Act as point of contact for document management-related queries and issues.