Document Controller

Job Summary

We are seeking a detail-oriented and highly organized Document Controller – Bid Management to support the Bid and Proposal team in managing tender documentation for network infrastructure and system integration projects.

The role is responsible for maintaining accurate documentation, ensuring version control, coordinating inputs from multiple stakeholders, and supporting timely and compliant bid submissions.

Key Responsibilities

1. Document Management & Control

• Maintain and organize all tender documents including RFPs, RFQs, and bid submissions
• Manage document control systems for all bid-related records
• Ensure proper version control and document tracking throughout the bid lifecycle
• Maintain a centralized repository for technical, commercial, and compliance documents

2. Bid Support & Coordination

• Support Bid Manager and proposal teams in compiling complete bid submissions
• Coordinate with technical, procurement, finance, and project teams to gather required documents
• Prepare bid templates, compliance sheets, and submission checklists
• Ensure all documents meet formatting and submission standards

3. Compliance & Submission Management

• Verify completeness of all tender requirements, forms, certificates, and attachments
• Ensure adherence to client submission guidelines and deadlines
• Track submission timelines, milestones, and deliverables
• Manage submissions through electronic tender portals when required

4. Documentation Repository & Records Management

• Maintain records of previous bids, technical documents, certifications, and company credentials
• Update company documents such as:
• ISO certifications
• OEM partnership certificates
• Project references
• Financial documents
• Ensure proper archiving and easy retrieval of documents for future bids

5. Reporting & Communication

• Work closely with Bid Manager, Sales, and Technical teams
• Prepare document status reports and submission trackers
• Ensure clear communication across stakeholders

Required Qualifications

• Bachelor’s degree in any discipline
• 2–4 years of experience as a Document Controller
• Experience in IT infrastructure, telecom, or system integration environments preferred
• Hands-on experience with tender or proposal documentation

Key Skills

Technical Skills

• Document control processes and version management
• Tender documentation handling (RFP/RFQ)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Familiarity with document management systems