Document Control Coordinator (Logistics Documentation Focus) (удаленная работа)

Вакансия: Document Control Coordinator (Logistics Documentation Focus)

Описание вакансии

About the role

This is primarily a Document Control Coordinator position supporting a large international industrial equipment supply project.

A significant part of your work will involve coordinating high-volume logistics-related correspondence for international equipment shipments, transferring document packages, maintaining project registers and ensuring complete traceability of documents throughout the logistics process.

You will work with shipping and project documentation (Commercial Invoices, Packing Lists, technical drawings and other engineering documents), track document revisions, approvals and shipment status, and ensure that project information is complete, accurate and easy to retrieve.

We are looking for someone who enjoys structured, detail-oriented work and understands that accurate document control is essential for successful project execution.

An important advantage is the ability to improve existing registers, optimize document management processes and use AI tools to make routine work more efficient.

Key Responsibilities

• Maintain registers of incoming and outgoing correspondence (emails, files, formal letters).
• Prepare, register and distribute official project correspondence rather than simply forwarding messages between project participants.
• Upload, download, and track large files via file-sharing platforms (e.g. Nextcloud) and FTP/SFTP clients (e.g. FileZilla).
• Archive and systematically organize project documentation using consistent naming and filing rules.
• Maintain project registers, ensuring data accuracy and complete traceability of documents throughout the project lifecycle.
• Maintain and continuously improve project registers and simplify routine document management processes.
• Liaise with project participants (logistics coordinators, suppliers, clients) to ensure smooth information flow.
• Prepare regular reports on correspondence, document status and project registers.

Required Experience & Skills

• Excellent attention to detail and accuracy.
• Strong analytical and systematic thinking.
• Confident user of Excel, Google Sheets, Gmail.
• Excellent written communication skills in English (C1+).
• Experience managing large volumes of correspondence, documents and project data.
• Practical experience with file-sharing platforms (Nextcloud, Google Drive, Yandex Disk), and FTP/SFTP clients (e.g. FileZilla).
• Ability and willingness to understand logistics documentation and document workflows (Commercial Invoices, Packing Lists, shipment status, document revisions and approvals, etc.).
• Responsible, reliable and well organized.
• Comfortable performing routine work while maintaining high quality.
• Ability to work effectively with people across different time zones (flexible coordination and response management).
• Ability to improve existing processes rather than simply follow them.
• Experience using AI tools (e.g. ChatGPT, Claude or Gemini) to improve productivity will be an advantage.
• Flexibility to occasionally respond to urgent project requests outside regular working hours (evenings, weekends).

Performance Indicators

• Zero lost documents or data.
• Accurate and up-to-date project registers.
• Complete traceability of every document revision.
• Fast retrieval of any project document or email.
• Continuous improvement of document management processes.

Compensation & Benefits

• Monthly fee: RUB 80,000 100,000 net, depending on the candidate's experience and qualifications.
• Quarterly performance-based bonuses.
• Career growth and expanded responsibilities within the group of companies upon successful project completion.