Document Controller 11D25

A Document Controller is responsible for the organization, management, retrieval, and safeguarding of documents for a specific project or a group of projects. In industries such as engineering, construction, and oil and gas, where projects can range vastly in size and complexity, having a skilled Document Controller is essential. They ensure that documents are collected, processed, stored, and delivered in a timely manner and that they meet regulatory and quality standards. A successful Document Controller, known for their meticulous attention to detail, will reduce project risks associated with misfiled or mismanaged documents, ultimately enhancing productivity and compliance. They are essential team members who bridge the gap between project management and document management systems, guaranteeing that documentation aligns with business and industry standards.

Responsibilities

• Manage the lifecycle of documents from creation through to archiving.
• Ensure that only the latest versions of documents are available to stakeholders.
• Develop and enforce document control procedures and processes for projects.
• Coordinate document dissemination, including uploading, logging, and tracking.
• Liaise with project teams to maintain document flow and retrieval efficiency.
• Ensure documents comply with regulatory and corporate quality standards.
• Conduct regular audits to ensure document management systems are effective.
• Promote awareness of document control and management practices across teams.
• Protect sensitive and confidential documents and ensure data security.
• Assist with training and support of team members on document software.
• Compile reports and summaries on document status and provide updates to managers.
• Implement improvements based on feedback to enhance document handling procedures.

Requirements

• Bachelor’s degree in business administration or related field preferred.
• Proven experience in document control or records management roles.
• Strong knowledge of document management software and MS Office Suite.
• Excellent organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities and work effectively under pressure.
• Strong communication skills for interfacing with personnel at all levels.
• Understanding of data protection and confidentiality practices.