Document Controller

Job Title: Document Controller

Location: Indore

Department: Marketing Operations

Company Description

MAVIP Group is a B2B services organization operating offices in the USA, UAE, and India. We offer global customers a comprehensive suite of solutions to supercharge the execution of their Go-To-Market plans.

Job Role

We are seeking a detail-oriented and organized Junior Document Controller & Records Coordinator to support our marketing operations team. This role involves maintaining accurate records, managing documents, and collecting proof of execution for marketing campaigns. The ideal candidate will ensure all documentation processes are efficient and compliant, contributing to the agency's operational success.

Key Responsibilities

1. Document Control
2. Organize and maintain records of contracts, agreements, and project-related documentation.
3. Ensure all documents are properly classified, stored, and regularly updated.
4. Implement naming conventions and track document versions effectively.
5. Record-Keeping
6. Create and manage logs for campaign briefs, timelines, and deliverables using Microsoft Excel and other tools.
7. Maintain comprehensive records of completed projects for reference and audits.
8. Generate periodic reports summarizing documentation activities.
9. Collection of Proof of Execution
10. Gather and validate proofs of execution for marketing campaigns (e.g., photographs, screenshots, reports).
11. Coordinate with internal teams and external vendors to ensure timely collection of proofs.
12. Organize proof and link them to corresponding campaigns using structured records.
13. Compliance & Audits
14. Prepare documentation for internal and external audits as needed.
15. Ensure records comply with organizational policies and legal standards.
16. Collaboration & Communication
17. Work with Delivery and client servicing teams to collect and verify documentation.
18. Liaise with vendors and partners for additional details or missing documents.

Skills & Qualifications

1. Educational Background
2. MBA Marketing, or a related field.
3. Experience
4. 12 years of experience in document management, record-keeping, or administrative roles (marketing industry experience is a plus).
5. Key Skills
6. Proficiency in Microsoft Excel (formulas, pivot tables, data organization, and reporting).
7. Excellent organizational and time-management skills.
8. Strong attention to detail and accuracy.
9. Soft Skills
10. Effective communication and interpersonal abilities.
11. A proactive and collaborative approach to tasks.
12. Capability to multitask and work under deadlines.