Documentation Executive

Position: Documentation Executive
Experience: 3+Y
Location: Bangalore (on-site)

About Us:
At EMO Energy, we re a fast-moving deep-tech organization, revolutionizing the electric mobility space. We are building a complete end-to-end EV technology stack from high-performance battery systems to intelligent control electronics powering the next generation of electric vehicles. We thrive on innovation, speed, and real-world impact, building products from the ground up.

Job Summary:
We are looking for a highly organized and detail-oriented Documentation Executive to manage finance, banking, leasing, and regulatory documentation across the organization. The role will be responsible for maintaining document repositories, coordinating with financiers, banks, auditors, and external Company Secretaries, while ensuring accurate record management, compliance tracking, and timely submission of critical documents.

What You Will Do:

ASSET FINANCIER DOCUMENTATION

• Prepare, compile and submit all documents required for onboarding new asset financiers KYC packs, audited financials, business plans, term sheets, sanction letters and executed agreements.
• Maintain documentation tracker for each asset financier tracking & Coordinate with Finance Controller to gather financial data, projections and certifications needed for financier submissions.
• Manage lease agreement documentation, assist in drafting, route for legal/CS review, track execution and file executed copies securely.
• Prepare periodic MIS and reporting packs for asset financiers as per their individual reporting requirements and timelines.

BANK & TREASURY DOCUMENTATION

• Maintain all banking documentation, account-opening documents, board resolutions, signatory lists, facility letters, sanction copies, security documents and hypothecation agreements.
• Maintain and update all treasury documents, bank mandates, authorised signatories, facility letters and lender correspondence.
• Coordinate with banks for all document submissions for balance confirmation letters, KYC updates, lien marking, NOC letters and limit enhancement documents.
• Maintain a well-indexed treasury document repository (physical and digital) with strict version control and access management.

CS & REGULATORY DOCUMENT SUPPORT

• Liaise with the outsourced Company Secretary firm for timely collection and submission of ROC-related documents, board minutes, resolutions and statutory registers.

• Compile and organise incorporation documents, MOA/AOA, directorship details and company master data for submissions and reference purposes.

RECORDS MANAGEMENT & AUDIT SUPPORT

• Maintain a centralised, indexed document management system (physical and digital) for the entire finance function.

• Ensure all signed original documents are stored securely & maintain a master document register updated in real time.

• Coordinate with auditors during statutory audit, tax audit and GST audit pull required records quickly and ensure nothing is missing.

• Periodically review the document repository for completeness and flag any gaps to Finance Controller.
  
  

What We re Looking For:

• Bachelors or Masters degree in Commerce (B.Com / M.Com) or CS Inter / CS Dropout.

• 3 years of experience in documentation management, finance operations, banking, leasing, NBFCs, or related domains.

• Familiarity with ROC filings, Board Resolutions, MOA, AOA, statutory records, and corporate compliance documentation.

• Understanding of corporate and regulatory documents, including their purpose, tracking, and maintenance requirements.

• Proficiency in Microsoft Office applications, particularly Word and Excel.

• Strong document organization, version control, and record management skills.

• Ability to coordinate effectively with banks, financiers, auditors, legal teams, and external Company Secretaries.

• Strong follow-up, coordination, and stakeholder management skills.

• High level of confidentiality, ownership, and commitment to maintaining compliance and audit readiness.