Pacifica Companies
Website:
pacificacompanies.com
Job details:
Company Description
Pacifica Companies is a privately held real estate developer, investor, and manager with over three decades of growth driven by strategic investments and strong industry expertise. Headquartered in San Diego, California, the company operates on a global scale, with nearly 3,000 employees across the United States and Asia. Its dynamic portfolio includes hotels, mixed-use projects, master-planned communities, commercial spaces, senior housing, and residential developments in the U.S., Mexico, and India. Pacifica Companies is committed to creating valuable partnerships with institutional investors and delivering innovative real estate solutions.
PACIFICA COMPANIES
Shaping Real Estate Globally Since 1978
JOB DESCRIPTION
Job Title - Document Controller
Department - Finance & Accounts
Reports To - Director of Finance
Location - Sindhu Bhavan Road, Bodkdev
Employment Type - Full-Time
Experience Required - 2-3 Years
COMPANY OVERVIEW
Pacifica Companies is a leading integrated real estate development and hospitality management group with a legacy spanning over 48 years. Our diverse portfolio includes residential communities, senior living facilities, and hospitality ventures across Gujarat. We are committed to excellence in project execution, financial management, and operational efficiency.
POSITION SUMMARY
We are seeking a detail-oriented and highly organized Document Controller to manage and maintain all project and finance-related documentation across our multiple business units and project sites. Reporting directly to the Director of Finance, you will be responsible for establishing and maintaining robust document management systems, ensuring seamless document flow between departments and locations, and providing critical support to finance operations through accurate record-keeping and coordination.
KEY RESPONSIBILITIES
Document Management & Control
- Maintain a centralized document management system for all finance, accounts, and project-related documents
- Establish and implement document control procedures, filing systems, and archival protocols
- Ensure all documents are properly numbered, indexed, categorized, and easily retrievable
- Monitor document lifecycle from creation to archival/disposal as per company retention policies
- Manage version control for all critical financial and project documents
- Ensure compliance with document management standards and regulatory requirements
- Maintain confidentiality and security of sensitive financial and commercial documents
- Digitize physical documents and maintain both physical and digital filing systems
Excel-Based Tracking & Reporting
- Create and maintain comprehensive Excel-based document registers and trackers
- Develop master databases for tracking documents across all projects and departments
- Track document status: received, pending, in-review, approved, distributed
- Maintain logs for contracts, agreements, invoices, bank documents, tax filings, and audit papers
- Generate regular reports on document status for Director of Finance and management
- Prepare dashboards showing document aging, pending approvals, and compliance status
- Maintain separate trackers for each project site
- Ensure data accuracy and regular updates to all tracking systems
Multi-Location Coordination
- Coordinate document collection and submission with teams at multiple project sites
- Liaise with site engineers, project managers, sales teams, and administrative staff across locations
- Ensure timely submission of site documents, bills, reports, and compliance papers
- Facilitate document handover between departments and locations
- Schedule and track document pickups and deliveries
- Maintain communication channels with all stakeholders for smooth document flow
- Travel to project sites as needed for document collection and coordination (occasional)
Finance & Accounts Support
- Support finance team by ensuring all required documents are available for processing
- Maintain vendor documentation files including agreements, PAN, GST certificates, and bank details
- Support audit processes by organizing and providing required documents to auditors
- Assist in preparation of audit schedules and document checklists
QUALIFICATIONS & REQUIREMENTS
Educational Qualification
- Graduate in Commerce, Business Administration, or any related field
- B.Com / BBA / BCA preferred
- Diploma or certification in Document Management / Information Management is a plus
Experience Requirements
- 2-3 years of proven experience in document management, document control, or records management
- Prior experience in real estate, construction, or infrastructure sectors is highly preferred
- Experience in finance or accounts documentation is an advantage
- Exposure to multi-location or multi-project coordination is desirable
Technical Skills (Mandatory)
Excel Proficiency - Advanced Level:
- VLOOKUP, HLOOKUP, Index-Match functions
- Pivot Tables and Pivot Charts
- Data validation and conditional formatting
- Advanced formulas and functions
- Dashboard creation and data visualization
- Macro basics (desirable but not mandatory)
Other Software:
- MS Word (mail merge, templates, professional formatting)
- MS PowerPoint (for presentations and reports)
- Google Workspace (Docs, Sheets, Drive)
- PDF management tools (merging, splitting, editing)
- Document Management Systems (if applicable)
- Basic knowledge of Tally ERP or accounting software is a plus
Domain Knowledge
- Understanding of document lifecycle management
- Knowledge of filing systems and archival protocols
- Basic understanding of finance and accounting documents (invoices, agreements, tax documents)
- Awareness of RERA, GST, and real estate compliance documentation
- Understanding of contract management and legal documentation
Personal Competencies
Communication Skills:
- Excellent written communication (emails, reports, documentation)
- Good verbal communication for coordination across teams
- Professional phone and email etiquette
- Ability to follow up diplomatically yet persistently
Work Style:
- Self-motivated and able to work independently
- Comfortable with repetitive, detail-oriented tasks
- Adaptable to changing priorities and urgent requests
- Team player with collaborative attitude
- Willing to learn new systems and processes
WHAT WE OFFER
Compensation & Benefits
- Competitive salary package: Based on experience and skills
- Annual performance-based increments
WORK SCHEDULE
| Working Days | Monday to Saturday (6 days a week) | | Office Timing | 10:00 AM to 7:00 PM | | Occasional Requirements | Site visits to project locations within Ahmedabad as needed |
OFFICE LOCATION
Primary Location:
Pacifica Companies
4-5, Sigma - 1, Behind Rajpath Club
Near Mann Party Plot, Bodakdev
Ahmedabad - 380059, Gujarat, India
Click on Apply to know more.