Project Documentation Executive

Job Description

We are seeking a Project Documentation Executive to join our dynamic team. The ideal candidate will play a key role in preparing, managing, and coordinating all project-related documentation. This role requires close collaboration with multiple departments — including design, engineering, procurement, accounts, and vendor management — to ensure accurate, well-organized, and professional documentation that supports smooth project execution.
The position involves preparing presentations, concept notes, budgets, technical documents, and coordinating with internal and external stakeholders.

Roles and Responsibilities

1. Preparation of Project Documentation

• Prepare and maintain a wide range of project documents, including:

  • Project Presentations (PPT) for updates, proposals, and client meetings

  • Concept Notes outlining project ideas and execution plans

  • Project Budgets for cost estimation and financial planning

  • Commercial Documents such as contracts, terms, and conditions

  • Detailed Project Documentation covering scope, workflow, and execution plan

  • User Requirement Specifications (URS) for machines and equipment

  • Design, Installation, and Operating Qualification documents for compliance and safety

2. Cross-Department Coordination

• Collaborate with design teams, structural & electrical engineers, Revit designers, and machinery departments to ensure timely and accurate documentation.

• Coordinate with purchase and accounts teams to clear purchase orders, verify documentation, and process vendor payments promptly.

3. Vendor Management

• Support vendor development activities, including comparison statements, identifying suitable vendors, and negotiating competitive rates.

• Ensure timely vendor reconciliation and maintain strong working relationships with suppliers.

4. Document Formatting & Editing

• Professionally format documents to ensure clarity, accuracy, and quality.

• Edit and update AutoCAD drawings for documentation as required.

5. 3D Development Coordination

• Coordinate with 3D developers for the creation of project-specific 3D videos, enhancing project presentations and visual layouts.

6. Presentation Technique Development

• Research, analyze, and implement new methods for presenting project information using visuals, charts, infographics, and other creative tools.

7. Document Bank Management

• Develop and maintain a systematic Document Bank containing industry-specific document templates, machine specifications, and SOPs for easy reference.

8. Progress Monitoring & Tracking

• Maintain and update project bar charts and progress trackers.

• Coordinate with departments to ensure milestones and deadlines are met.

9. Reports Preparation

• Prepare daily, weekly, monthly, quarterly, and annual reports documenting project progress, documentation status, vendor updates, and timeline adherence.

10. Mathematical & Data Analysis

• Use basic mathematical concepts to prepare capacity calculations, analyze performance reports, and create spreadsheets for machine performance and project forecasting.

11. Team Collaboration & Communication

• Maintain a positive and collaborative work environment, encouraging teamwork and effective communication.

• Ensure all documentation and correspondence are clear, professional, and well-written.

Additional Requirements

• Proficiency in MS Office (Excel, PowerPoint, Word) — essential

• Strong skills in email drafting and English communication (written and spoken)

• Good vendor development and negotiation skills

• Ability to coordinate with multiple departments and stakeholders

• Active, self-motivated, and eager to learn new tools and industry practices

• Ability to multitask and manage responsibilities independently as well as in a team setting