Professional, PDS Projects - Document Controller Cum Approval Tracker Specialist

Overview

Document control and statutory approval coordination role for a professional projects team, managing drawings, submittals, RFIs and regulatory approvals across the project lifecycle.

What you'll do

• Establish and maintain document management systems for drawings, specifications, submittals, RFIs, and as-built records.
• Implement version control, distribution protocols, and archival standards across EDMS platforms (Aconex, Procore, BIM 360).
• Create and maintain master document registers with proper naming conventions and access controls.
• Process contractor submittals including shop drawings, material data, and test certificates.
• Coordinate review cycles with architects, engineers, consultants, and client representatives.
• Manage RFI registers including issuance, distribution, response tracking, and close-out.
• Control document security protocols and access permissions.
• Develop and maintain approval tracking matrices for all regulatory requirements.
• Coordinate submissions for building permits, environmental clearances, fire NOCs, utility connections, and occupancy certificates.
• Track approval timelines and escalate delays impacting project critical path.
• Maintain detailed records of all correspondence, submissions, and approvals from statutory agencies.
• Follow up persistently on pending submissions with government authorities and regulatory bodies.
• Monitor regulatory changes and communicate updated requirements to project teams.
• Ensure compliance with building codes, zoning regulations, environmental laws, and industry-specific requirements.
• Ensure documentation complies with contractual requirements, ISO 9001 standards, and client specifications.
• Prepare documentation packages for internal audits, external audits, and regulatory inspections.
• Maintain evidence files demonstrating statutory compliance for handover and final approvals.
• Generate weekly/monthly reports on document control status and pending approvals.
• Provide dashboards tracking approval milestones, outstanding submissions, and critical path impacts.
• Create project closeout documentation including as-built drawings, O&M manuals, warranties, and test certificates.
• Maintain project closeout checklists and handover documentation status reports.
• Serve as primary liaison between project teams, consultants, contractors, and regulatory authorities.
• Coordinate with architects, structural engineers, MEP consultants, and specialty consultants.
• Facilitate document review meetings and maintain minutes with action items.
• Provide regular status updates to project management on documentation and approval timelines.
• Lead and mentor junior document controllers and administrative support staff.
• Develop and conduct training sessions on document management procedures and EDMS platforms.
• Establish standard operating procedures (SOPs) for document control processes.

What you'll need

• Bachelor's degree in Civil Engineering, Construction Management, Architecture, or related discipline.
• 15+ years of progressive experience in document control and statutory approval management within construction industry.
• Proven track record managing documentation for projects valued at $100M+.
• Experience across commercial, residential, hospitality, healthcare, or mixed-use developments.
• Full project lifecycle experience from design development through construction completion and handover.
• Demonstrated expertise navigating complex regulatory environments and multi-jurisdictional approval processes.
• Expert-level knowledge of EDMS platforms: Aconex, Procore, Autodesk BIM 360, Newforma, or ProjectWise.
• Advanced Microsoft Office Suite proficiency including Excel (pivot tables, formulas, macros).
• Familiarity with document control features in Primavera P6, MS Project, or similar software.
• Understanding of CAD file formats, drawing management, and version control protocols.
• Comprehensive understanding of local, state, and national building codes and approval processes.
• In-depth knowledge of statutory requirements: building permits, environmental clearances (EIA, EC), fire NOC, structural stability certificates, occupancy permits.
• Familiarity with utility approval processes for electricity, water, sewage, telecom, and gas connections.
• Understanding of contractual obligations related to document control (FIDIC, JCT, or local contracts).
• Knowledge of quality management systems (ISO 9001) and document control standards.
• Strong understanding of construction drawings, specifications, and technical documentation.
• Knowledge of architectural, structural, MEP, and landscape disciplines.
• Familiarity with submittal review processes, shop drawing approvals, and material procurement documentation.
• Understanding of testing and commissioning documentation requirements.
• Knowledge of as-built documentation, O&M manual compilation, and project closeout procedures.
• Meticulous attention to detail with zero-tolerance approach to documentation errors.
• Exceptional organizational skills managing multiple concurrent projects and competing deadlines.
• Proactive communication style with persistent follow-up capabilities.
• Problem-solving mindset identifying bottlenecks and implementing corrective measures.
• Diplomatic approach to managing relationships with government officials and regulatory authorities.
• Strong sense of accountability and ownership over documentation quality and approval timelines.
• Ability to work under pressure during critical project phases while maintaining accuracy.
• Adaptability to evolving regulatory requirements and technology platforms.

Nice to have

• Diploma or certification in Document Management, Project Management, or Quality Management.
• ISO 9001 Quality Management System training or Lead Auditor certification.
• Certifications in EDMS platforms such as Aconex, Procore, or BIM 360.
• Experience with both new construction and renovation/retrofit projects.
• SharePoint administration and workflow automation experience.
• Experience with LEED, WELL, or other green building certification documentation.
• Knowledge of heritage or conservation project approval processes.
• Familiarity with airport, healthcare, or infrastructure project-specific regulatory requirements.
• Experience managing documentation for international projects or multinational development teams.
• Background in quality assurance or project controls functions.

Details

• Location: On-site, Mumbai, MH.
• Scheduled weekly hours: 48.