Document Controller Full Time NEW

We are looking for Document Controller/ technical assistant. The role will be based in Navi Mumbai, India. This position will be part of Order Execution Team supporting the PM.

Our Team

We are a principle-based organization committed to teamwork and ingenuity. We pride ourselves on being the trusted partner for our internal and external customers, delivering engineered-to-order solutions that tackle complex challenges in refining, petrochemical, municipal, pharmaceutical, and automotive markets.

What You Will Do

• Support and maintain the Order Entry Process and related document workflows in coordination with Project Managers (PMs).
• Control the flow of contractual and project documentation between clients, suppliers, and internal stakeholders to ensure accuracy, timeliness and version control.
• Create, compile and deliver final project documentation and handover packs at job completion.
• Maintain organized, user-friendly project folders and structured archives that comply with company standards and audit requirements.
• Expedite clients and suppliers to prepare, revise and submit contractual documents and ensure follow-up to meet project timelines.
• Coordinate with Accounting/Finance to ensure documentation supports invoicing, payment and job-closure activities.
• Review packing lists and supporting documents; update order entry and project records in company software (EDMS/ERP/SharePoint) accordingly.
• Ensure consistent application of document numbering, naming conventions, version control and retention policies.
• Support job closure activities by verifying completeness of documentation and closing job folders in accordance with company procedures.
• Provide document control training and guidance to project teams as needed.

Who You Are (Basic Qualifications)

• Previous experience as a Document Controller supporting engineering, EPC or OEM projects.
• Familiarity with document control systems (EDMS, SharePoint, or equivalent) and strong digital file management skills.
• Fluency in English; Speaking, Reading and Writing.
• Background in engineering, a technical discipline.
• Strong organizational skills, attention to detail and a disciplined approach to records management.
• Able to work from our Mumbai office, the flexibility to work with different global time zones and work calendars.

What Will Put You Ahead

• Experience with multinational customers, EPCs and vendors on high-specification projects.
• Strong exposure to ARAMCO or GCC oil & gas contractual, QA/QC and documentation requirements — familiarity with their standards, certification expectations and vendor/subcontractor validation processes will be a strong advantage.
• Demonstrated experience applying technology to document control: implementing or using EDMS integrations, automation tools, OCR/data extraction, version-control workflows, or SharePoint workflows to improve accuracy and efficiency.
• Practical knowledge of AI-enabled document solutions (e.g., NLP for metadata extraction, automated classification, search improvements) or experience working with vendors/teams to pilot AI tools in document management.
• Exposure to order execution processes and coordination with commercial/finance teams.
• Demonstrated ability to create clear, auditable archives and user-friendly document repositories.
• Autonomous, proactive work style with strong stakeholder communication and follow-up skills.
• Prior experience supporting job closure, handover documentation and compliance/audit readiness.

At Koch companies, we are entrepreneurs. This means we openly challenge the status quo, find new ways to create value and get rewarded for our individual contributions. Any compensation range provided for a role is an estimate determined by available market data. The actual amount may be higher or lower than the range provided considering each candidate’s knowledge, skills, abilities, and geographic location. If you have questions, please speak to your recruiter about the flexibility and detail of our compensation philosophy.

Who We Are

At Koch Engineered Solutions, John Zink specializes in process and pollution control equipment and digital technologies that reduce emissions and optimize resource use. Our portfolio includes advanced combustion technologies such as burners, flares, thermal oxidizers, boiler burners, and vapor recovery systems, serving industries like refining, chemicals, pharmaceuticals, pulp and paper, municipalities, utilities, and automotive. Our Equipment, Technology and Services group delivers innovative, engineered-to-order solutions focused on refining and petrochemical markets.

At Koch, employees are empowered to do what they do best to make life better. Learn how our business philosophy helps employees unleash their potential while creating value for themselves and the company.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.