Document Controller (Gurugram- Bilaspur)

Queen Elizabeth’s Global Schools are an equal opportunities employer and is deeply committed to safeguarding our students, ensuring their safety and wellbeing. We expect all staff and members of our community to share this commitment and to promptly report any concerns about a student’s or community member’s safety or wellbeing. Applicants must be willing to undergo rigorous child protection screening, including checks with past employers and providing Police Clearance Certificates from all countries that the applicant has resided in.

Job Title: Document Controller

Reporting to: Head /Sr. Manager - Projects

Function: Projects & Infrastructure Development

Location: Bilaspur, Gurugram, India

The School

At Queen Elizabeth’s School, Gurugram, we proudly extend the distinguished legacy of Queen Elizabeth’s School, Barnet-one of the United Kingdom’s most celebrated academic institutions. Founded on centuries of tradition and intellectual rigour, our branch schools uphold an uncompromising commitment to academic excellence, character formation, and cultural enrichment.

Our vision is to cultivate dynamic, world-class learning environments where the next generation of confident, able, and responsible young people are shaped. We challenge our students to think independently, lead with purpose, and embrace a global perspective-all within a community that values tradition, discipline, and innovation. By blending the timeless values of our founding school with the opportunities of a rapidly evolving world, we ignite curiosity, inspire ambition, and prepare our students to make meaningful contributions to society-as scholars, leaders, and changemakers.

The Opportunity:

The Document Controller will be responsible for managing, maintaining, and controlling all project documentation related to the planning, construction, fit-out, commissioning, and handover of the Queen Elizabeth’s School campus project.

The successful candidate will establish and maintain robust document control systems to ensure that all project drawings, technical documents, contracts, reports, approvals, correspondence, and statutory records are accurately managed, version-controlled, and readily accessible to project stakeholders.

The role requires a highly organised, detail-oriented, and process-driven professional capable of maintaining document integrity, supporting project governance, and ensuring compliance with project documentation standards throughout the project lifecycle.

As a key member of the Project Team, the Document Controller will play a critical role in supporting effective communication, project coordination, regulatory compliance, and successful project delivery.

The Role:

Document Control & Management

• Establish and maintain document control procedures and filing systems for the project.
• Manage the receipt, registration, distribution, tracking, retrieval, and archiving of all project documentation.
• Ensure all project documents are accurately recorded and maintained in accordance with established protocols.
• Maintain document registers, logs, trackers, and filing structures.
• Ensure document numbering, naming conventions, and version control procedures are consistently followed.
• Monitor document status and ensure timely circulation to relevant stakeholders.

Drawing & Technical Documentation Control

• Manage all project drawings, specifications, BOQs, technical submissions, and engineering documents.
• Ensure only the latest approved revisions are available for project execution.
• Track revisions, amendments, and superseded documents.
• Coordinate drawing issuance and distribution between consultants, contractors, vendors, and project teams.
• Maintain comprehensive records of drawing approvals and revisions.

Project Correspondence & Records Management

• Manage incoming and outgoing project correspondence.
• Maintain records of letters, emails, meeting minutes, technical queries, approvals, and contractual communications.
• Ensure all project records are accurately filed and retrievable when required.
• Support the preparation and maintenance of project reports and documentation packages.
• Maintain confidentiality and security of project information.

Contractor & Consultant Coordination

• Coordinate document submissions between architects, consultants, contractors, vendors, and project stakeholders.
• Track submission schedules and ensure timely receipt of required documentation.
• Follow up on pending approvals, reviews, and document submissions.
• Support project meetings by preparing documentation and maintaining records of decisions and actions.
• Ensure document workflows are aligned with project timelines and reporting requirements.

Compliance & Quality Assurance

• Ensure project documentation complies with internal standards, contractual requirements, and regulatory obligations.
• Maintain records required for statutory approvals, inspections, audits, and project certifications.
• Support quality assurance and project governance processes through effective document management.
• Assist with document audits and compliance reviews.
• Ensure accurate record retention and archiving procedures are followed throughout the project lifecycle.

Project Handover Documentation

• Coordinate the collection, verification, and organisation of handover documentation.
• Maintain records of:

• As-Built Drawings
• Operation & Maintenance Manuals
• Test Certificates
• Inspection Reports
• Warranty Documents
• Vendor Documentation
• Statutory Approvals

• Support the preparation of project close-out and handover documentation packages.
• Ensure all project records are complete and archived for future reference.

Systems & Reporting

• Maintain project document management systems and digital repositories.
• Generate document control reports, status updates, and submission trackers.
• Monitor document workflows and identify opportunities for process improvement.
• Support project teams with document retrieval and reporting requirements.

The Person:

Qualifications and Experience

• Bachelor’s Degree in Business Administration, Engineering, Construction Management, Information Management, or a related discipline.
• Professional certification in Document Control, Records Management, Project Administration, or related fields will be advantageous.
• 3-8 years of experience in document control, project administration, or records management within construction, infrastructure, engineering, real estate, or project-based environments.
• Experience supporting large-scale construction, institutional, commercial, or infrastructure projects will be preferred.
• Demonstrated experience managing technical documentation, drawings, contracts, and project records.
• Strong knowledge of document control systems, workflows, and project documentation standards.
• Experience working with contractors, consultants, architects, and project management teams.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and document management systems.

Personal Qualities:

• Highly organised with exceptional attention to detail.
• Strong administrative and coordination skills.
• Excellent planning, prioritisation, and time-management capabilities.
• Process-oriented with a commitment to accuracy and quality.
• Strong communication and stakeholder management skills.
• Ability to manage multiple deadlines and competing priorities.
• Professional, dependable, and highly confidential in handling sensitive information.
• Self-motivated with a proactive and solution-oriented approach.
• Strong team player with the ability to work effectively within project environments.
• Demonstrates integrity, accountability, and a commitment to operational excellence.

Preferred Experience

• Experience working on educational, institutional, healthcare, commercial, or large infrastructure projects.
• Exposure to construction project documentation, engineering drawings, and project controls processes.
• Familiarity with project management and document management platforms.
• Experience supporting greenfield projects, campus developments, or large-scale construction programmes.
• Familiarity with international project standards and best practices will be an advantage.