Documentation Assistant

• *DESIGNATION: Documentation Assistant**

• *DEPARTMENT: Projects**

• *INDUSTRY : Digital and Static Signage**

• *LOCATION: Eljo, Kochin, India**

• *Role Purpose**

The role provides back\-end administrative, documentation and coordination support to the Digital and Static installation teams. It ensures that manpower, attendance, permits, employee documents, site photos and project handover records are accurate, complete and updated on time, so that site teams can focus on installation delivery.

• *Key Responsibilities**

• *1\. Attendance \& Leave Coordination**

• Coordinate shift changes, missing punch corrections and half\-day attendance updates with HR.
• Follow up on pending leave applications to ensure timely submission and approval before payroll cut\-off.

• *2\. Daily Manpower \& Vehicle Reporting (NetSuite)**

• Enter daily manpower details in NetSuite for the Digital and Static installation teams.
• Update daily vehicle allocation and related details in NetSuite.
• Update the daily meeting report with manpower status, installation progress, pending documents and coordination issues.
• Maintain a list of pending tasks and follow up with responsible departments until closure.

• *3\. Site Photos \& Job Updates**

• Share daily installation photos for Digital and Static projects with the Sales Group.
• Upload daily job photos to the designated project folders or systems.
• Follow up with site teams to ensure photos and job updates are submitted on time.

• *4\. Permits, MSRA \& Site Documentation**

• Verify installation permits and MSRA (Method Statement \& Risk Assessment) documents before scheduled activities.
• Follow up with Project Managers and relevant departments on pending permits, MSRA documents and site requirements.
• Support the preparation and verification of permit documentation.
• Prepare and maintain monthly employee schedules and employee details required for permit applications.
• Provide administrative support for undertaking documents.

• *5\. Employee Documents \& Certification**

• Maintain a consolidated employee record (visa, Emirates ID, passport and UAE Pass details) on a single page.
• Track document expiry dates, confirm visa renewal status and coordinate renewals with HR
• Upload and maintain employee certificates, module documents and other required records.
• Monitor certificate expiry dates and arrange refresher or renewal training.
• Arrange job\-related certification training and prepare induction documents for new employees.

• *6\. Project Completion \& Handover Documents**

• Support site engineers in preparing Digital installation completion reports.
• Compile user manuals and other required handover documents.
• Follow up with site engineers to collect missing technical information and supporting documents.
• Ensure completion reports, user manuals and handover documents are prepared and uploaded on time.

• *7\. Vehicle Fines \& Utility Bills**

• Check vehicle fines, identify responsible drivers/teams, and follow up on required actions with HR / Finance.
• Review Etisalat bills, verify details and coordinate corrections with the concerned department.

• *8\. General**

• Ensure all daily updates are accurate, complete and shared with the concerned teams on time.
• Maintain organised, audit\-ready records in line with company and ISO documentation requirements.
• Perform other related duties as assigned by the reporting manager

• *Qualifications \& Experience**

• Bachelor's degree or diploma in Business Administration or a related field.
• 2–3 years' experience in administration, documentation or project coordination, preferably in signage, construction or installation in the UAE.

• *Key Competencies**

• Strong follow\-up discipline and attention to detail
• Clear written and verbal communication in English (Hindi / Malayalam / Arabic an advantage)
• Ability to coordinate multiple teams and meet daily deadlines
• Organised record\-keeping and confidentiality of employee data
• Proactive problem\-solving and ownership of pending items

Job Type: Full\-time

Benefits

• Paid sick time
• Paid time off

Work Location: In person