Position OverviewThe Liaison Documentation Executive is responsible for preparing, organizing, and managing all statutory documents, forms, applications, and compliance submissions required for building approvals. The role supports the external liaison architect by ensuring the paperwork is complete, accurate, and submitted on time to various government authorities.
Key Responsibilities1. Approval Documentation Preparation- Prepare all required forms, undertakings, annexures, affidavits, declarations, and checklists for:
- IOD / IOA
- CC (Commencement Certificate)
- OC (Occupation Certificate)
- Fire NOC
- Stormwater, Sewerage, Hydraulic dept. approvals
- AAI/NOCAS
- Tree Authority
- MPCB / EC paperwork (if applicable)
- Draft letters, covering notes, compliance replies, and submission packets.
2. Coordination with Liaison Architect- Understand the architect's drawings, remarks, and requirements for submissions.
- Compile all supporting documents needed for architect's submissions:
- Title documents
- Society resolutions
- DP remarks
- Property cards & survey plans
- TDR loading documents
- Area statements, sale component data, rehab component data
- Track version control of all documents sent to the liaison architect.
3. Government Portal ManagementHandle uploading, downloading, and tracking on portals such as:
- MCGM AutoDCR
- MAHA RERA portal (if required)
- MHADA online submission
- SRA online portal
- EC / Parivesh portal (if applicable)
- AAI NOCAS portal
Including:
- Creating user IDs, maintaining passwords, and filing online forms.
- Ensuring correct documents, sizes, and formats are uploaded.
4. Compliance & Objection Management- Maintain a tracker of all remarks/objections from authorities.
- Prepare documentation for compliance responses as per architect's direction.
- Ensure no document is missedaffidavits, indemnities, undertakings, stamp papers, etc.
5. Internal Coordination- Work with legal, project management, sales, and finance to collect inputs such as:
- Title certificates
- Society NOCs
- Financial documents required by authorities
- Tenant/member lists and area details
- Maintain a central filing system (physical + digital) of all approval-related documents.
6. Monitoring & Reporting- Maintain weekly MIS for each project:
- Submission status
- Pending documents
- Stages in approval pipeline
- Expected next actions
- Update management on critical delays or missing paperwork.
Required Skills & Competencies- Strong knowledge of building approval paperwork (DCPR forms, affidavits, annexures).
- Understanding of AutoDCR submission process and basic reading of architectural drawings.
- Excellent documentation and organizational skills.
- Working knowledge of government procedures and department requirements.
- Ability to work under time-sensitive approval deadlines.
- Good communication and coordination ability.
Educational & Experience Requirements- Graduate (Architecture diploma preferred but not mandatory).
- 310 years experience in liaison documentation, real estate approvals, or architectural back-office work.
- Experience dealing with BMC/MHADA/SRA paperwork is a strong advantage.
KPIs / Performance Metrics- Zero missing documents in any submission packet.
- Speed and accuracy of preparing approval forms and annexures.
- Reduction in architect's remark cycles due to complete paperwork.
- Efficient portal management & tracking.
- Timely MIS updates to management.
