Documentation Executive

Job Description: Documentation Executive

Position Overview

The Documentation Executive is responsible for managing, organizing, and maintaining company documentation, ensuring accuracy, completeness, filing, backend coordination, and compliance with internal and external standards. The role requires strong administrative, documentation, and coordination skills with attention to detail.

Key Responsibilities

1. Documentation Management

• Prepare, compile, organize, and maintain documentation.
• Ensure proper version control, authentication, and timely updates of documents.
• Maintain digital archives and secure physical documentation records.

2. Filing & Record Keeping

• Maintain and update all physical and digital filing systems in an organized manner.
• Ensure documents are filed correctly—alphabetically, chronologically, or department-wise as per system.
• Retrieve files/documents as required by departments or management.
• Maintain registers, logs, and indexes for quick reference and traceability.
• Ensure secure storage and confidentiality of sensitive files.

3. Backend Administrative Work

• Support administrative backend tasks such as preparing checklists, maintaining trackers, updating spreadsheets, and generating reports.
• Assist in backend coordination for audits, meetings, and documentation submissions.
• Handle internal documentation requests and ensure timely processing.
• Maintain backend data related to compliance, certifications, training records, and process documents.

4. Coordination & Communication

• Coordinate with internal teams to collect required data and documents.
• Follow-up with department heads for pending documentation or approvals.
• Provide necessary support and documents during audits, inspections, and compliance checks.

5. Data Entry & Reporting

• Maintain and update document trackers, logs, and excel sheets.
• Create MIS reports and documentation status reports for management review.
• Verify data accuracy before submission or circulation.

Skills & Competencies

• Strong knowledge of documentation and filing systems.
• Excellent written and verbal communication skills.
• Proficient in MS Office (Word, Excel, PowerPoint).
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy.
• Knowledge of DMS, ERP, or ISO documentation systems (preferred

Education

• Graduate in any discipline (BBA, B.Com, BA preferred).Ms Excel Preferred

Experience

• 1–3 years in documentation, filing, backend admin work, or similar roles.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Health insurance

Work Location: In person