1. Document Management Control
- Maintain and update records of technical drawings, BOMs, SOPs, POs, invoices, QC reports, and compliance certificates.
- Ensure all documents are numbered and filed as per company standards.
- Implement version control to avoid usage of outdated drawings or specifications.
- Manage both hardcopy (if Required) and electronic document repositories.
2. Customer Vendor Documentation
- Handle customer document submissions (drawings, approvals, inspection reports, certifications, etc.).
- Maintain vendor records including audit reports, compliance certificates, and POs.
- Ensure confidentiality of commercial agreements, contracts, and pricing documents.
3. Compliance Quality Support
- Ensure documentation complies with ISO standards, statutory regulations, and industry norms.
- Support Quality and Audit teams during internal and external audits by providing necessary documents.
- Maintain updated records of calibration certificates and quality checklists.
4. Coordination Communication
- Act as the single point of contact for document-related communication between internal teams (Quality, Procurement, Sales) and external stakeholders (Customers, Vendors).
- Distribute controlled copies of manufacturing drawings, process sheets, and specifications to authorized personnel only.
- Support Internal teams with timely documentation to avoid process delays.
5. Reporting Tracking
- Maintain document registers and trackers for approvals, submissions, and revisions.
- Generate weekly/monthly MIS reports on pending and completed documentation.
- Escalate delays in document approvals to management for timely closure.
6. System Process Ownership
- Manage the Document Management System (DMS) / ERP modules related to documentation.
- Train team members on document handling procedures and digital systems.
- Suggest process improvements to streamline documentation flow.
- Must have
end-to-end visibility
of every document. - Responsible for
complete documentation updates
related to NPD (Mechanical). - Covers all stages:
RFI Enquiries Projects Closure
.
7. As per ISO requirements, the following responsibilities are to be carried out across all departments:
- Assisting the
Management Representative (MR)
and ISO auditors. - Working closely with
IT Admin, ISO team, Management, and Product/Tech teams
. - Maintaining the
folder structure
in an organized manner. - Ensuring
all documents are up to date
and readily available for audits.
Requirements
- Diploma candidates with strong documentation experience.
-
2-5 years of hands-on experience
in Document Control
, Quality Documentation
, Engineering Documentation
, or ISO/Compliance support
. - Experience managing documentation in engineering, manufacturing, fabrication, or automotive industries is preferred.
- Exposure to
ISO 9001:2015 documentation practices
and audit processes. - Strong knowledge of
Document Management Systems (DMS)
or ERP platforms
(SAP, Zoho, Odoo, Tally, or similar). - Familiarity with
engineering drawings
, BOMs
, SOPs
, quality reports, and project documentation. - Understanding of
version control
, change management, and controlled document distribution. - Ability to handle
customer submissions
, vendor documentation
, and internal compliance records
. - Basic knowledge of
quality standards
, calibration records, and audit checklists. - Proficient in
MS Office
(Excel, Word, PowerPoint) especially experience in maintaining trackers, logs, and MIS reports. - Ability to work with
PDF editors
, cloud drives, and shared repositories. - Working knowledge of
AutoCAD/solid modeling file management
(viewing, not necessarily designing) is an added advantage. - Strong written and verbal communication for handling customers, vendors, and internal teams.
- Ability to act as a
single point of contact
for document-related queries. - Capable of coordinating across
Quality, Procurement, Engineering, Sales, and Management teams
. - Good understanding of
ISO standards
, documentation controls, and audit requirements. - Ability to maintain structured folder systems as per ISO norms.
- Knowledge of confidentiality protocols for agreements, contracts, and sensitive data.
- High attention to detail and accuracy.
- Organized, systematic, and methodical approach to work.
- Ability to handle multiple documents and tasks without losing accuracy.
- Proactive in following up, tracking pending approvals, and escalating delays.
- Problem-solving mindset with willingness to improve documentation flow.
