We are seeking a skilled and proactive Document Controller to join our Infrastructure Department at Egis, Bengaluru. In this role, you will be a key contact of our information management operations, ensuring that all project-related documentation is meticulously handled, stored, and accessible to authorized team members. You will play a critical role in maintaining the integrity of our document management systems in compliance with ISO standards, while upholding the highest standards of security and confidentiality. If you're passionate about precision, organization, and supporting collaborative teams through efficient document management within a Common Data Environment, we'd love to hear from you.
Responsibilities
- Undertakes day-to-day project document control tasks, quality checking, and correspondence in accordance with ISO 9001 quality management requirements.
- Works closely with Egis Infrastructure Department project teams to ensure all documentation is managed and distributed through the project's Common Data Environment (CDE), in line with ISO 19650 principles for information management.
- Operates within pre-established Egis procedures and document management protocols, contributing to their continuous improvement.
- Collaborates with team members and end-users to troubleshoot document control issues and ensure smooth CDE adoption across the project.
The role involves the following tasks (but is not limited to):
- Maintains and administers the project CDE (e.g. Aconex, Autodesk Construction Cloud, SharePoint, or equivalent platform), ensuring data distribution is managed in accordance with client, project, and supplier requirements and aligned with ISO 19650 naming and metadata conventions.
- Reviews and revises the document distribution schedule and CDE workflows as required to ensure timely approvals, transmittals, and distribution.
- Ensures documents are updated and issued in a timely manner to meet project deadlines, managing revision control and document status codes in line with ISO 19650 standards.
- Coordinates with internal Egis Infrastructure teams and external parties to ensure document edits, reviews, and approvals are completed, proofed, and properly recorded within the CDE.
- Tracks, logs, and maintains records of all project documents, drawings, and correspondence, ensuring full audit trails are preserved.
- Applies discretion and judgement where required to resolve document control challenges while operating within standardised procedures.
- Maintains the document tracking and production system, ensuring version control, document registers, and transmittal logs are kept up to date.
- Prepares and maintains a document control system for all forms of documentation, including drawings, specifications, reports, RFIs, submittals, and correspondence.
- Ensures all completed documents carry the appropriate sign-offs and approvals from designated personnel before issue or archiving.
- Distributes controlled copies of documents to the appropriate personnel through the CDE, ensuring recipients are notified and records are retained.
- Implements and follows Egis Quality Assurance procedures in line with ISO 9001 requirements, and supports quality audits as required.
- Administers and maintains the Project Contact List and distribution matrix.
- Supports the team in ensuring compliance with ISO 19650 at each project stage, including CDE state management (Work in Progress, Shared, Published, Archived).
Qualifications
- Bachelor's Degree in Engineering, Information Management, or a related field.
- Minimum 5 years of experience in a document control role, preferably within engineering, infrastructure, or construction projects.
- Demonstrated knowledge of ISO 19650 (information management using BIM) and ISO 9001 (quality management systems).
- Hands-on experience working within a Common Data Environment (CDE) — familiarity with platforms such as Aconex, Autodesk Construction Cloud, ProjectWise, or SharePoint is highly desirable.
- Strong understanding of document naming conventions, revision control, and transmittal management.
