Company: Konnak Engineering Private Limited
Location: Thoothukudi, Tamil Nadu
Employment Type: Full-Time
Job Summary
Konnak Engineering Private Limited is seeking an organized and detail-oriented Document Controller / Executive Secretary to manage engineering documents, project correspondence, document control systems, executive administration, and office coordination for an industrial EPC project. The successful candidate will support project teams by ensuring accurate document control, efficient communication, and effective administrative support throughout the project lifecycle.
Key Responsibilities
Document Control
- Establish and maintain the Project Document Control System.
- Maintain the Master Document Register (MDR).
- Control engineering drawings, specifications, procedures, manuals, and technical documents.
- Register, distribute, track, and archive all incoming and outgoing documents.
- Maintain revision control of drawings and documents.
- Prepare transmittals and document distribution records.
- Ensure documents are issued to the latest approved revision.
- Maintain vendor document registers and status reports.
- Maintain QA/QC documentation and inspection records.
- Maintain procurement and commercial documentation.
- Archive project records and final handover documentation.
- Prepare weekly and monthly document status reports.
Executive Secretary Responsibilities
- Provide administrative support to the Managing Director and Engineering & Procurement Manager.
- Manage calendars, appointments, and meetings.
- Prepare meeting agendas and minutes of meetings (MOM).
- Maintain action trackers and follow-up on pending actions.
- Coordinate travel arrangements, accommodation, and logistics.
- Prepare letters, reports, presentations, and correspondence.
- Organize project meetings and management reviews.
- Coordinate communication between project teams, clients, consultants, and vendors.
- Handle confidential documents with discretion.
Project Administration
- Maintain project filing systems (electronic and hard copy).
- Coordinate document approvals and signatures.
- Maintain contract documentation and records.
- Track project deliverables and submission schedules.
- Support tendering, procurement, and contract administration.
- Assist in preparing progress reports and management presentations.
ERP & Digital Systems
- Maintain project documentation in Zoho ERP or equivalent ERP systems.
- Update document registers, procurement records, and project databases.
- Manage digital filing systems and document backups.
- Generate document control and project administration reports.
Qualifications
- Bachelor’s Degree or Diploma in Business Administration, Engineering, Information Management, Office Administration, or a related discipline.
Experience
- Minimum 8 years of experience in document control, executive administration, or project coordination for industrial EPC, construction, or engineering projects.
- Experience in Oil & Gas, Petrochemical, Chemical, Power, Renewable Energy, Water Treatment, Infrastructure, or Process Plants is preferred.
Required Skills & Experience
Document Control
- Master Document Register (MDR)
- Engineering Document Control
- Drawing Control
- Revision Management
- Document Numbering Systems
- Transmittals
- Vendor Document Control
- QA/QC Documentation
- Project Close-out Documentation
- Electronic Document Management Systems (EDMS)
Executive Administration
- Executive Secretary Support
- Calendar Management
- Meeting Coordination
- Minutes of Meetings (MOM)
- Correspondence Management
- Travel Coordination
- Office Administration
- Confidential Document Management
Software & Systems
- Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Adobe Acrobat
- SharePoint or EDMS (preferred)
- Experience with Zoho ERP, SAP, Oracle, Microsoft Dynamics, or equivalent ERP systems
- Strong typing and document formatting skills
Personal Skills
- Excellent written and verbal communication.
- Strong organizational and multitasking abilities.
- High attention to detail and accuracy.
- Professional and confidential approach to handling information.
- Ability to work independently and support multidisciplinary project teams.
Pay: ₹35,000.00 - ₹50,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
- Health insurance
- Provident Fund
Work Location: In person
