Document Controller (225-1014)

A Document Controller is responsible for managing, organizing, and tracking various documents in a company or project. This role is crucial in ensuring that all documents are accurately controlled and managed to maintain a smooth operation within an organization. Document Controllers work closely with project teams, ensuring that key documents are available, updated regularly, and conform to established standards and formats. They are responsible for distributing documents to the appropriate recipients and maintaining the security and confidentiality of sensitive information. The role requires strong organizational skills, attention to detail, and proficiency in document management software and processes. Document Controllers play a vital role in ensuring compliance with industry regulations and helping organizations achieve operational efficiency.

Responsibilities

• Oversee the document lifecycle, ensuring all documents are current and properly archived.
• Maintain and update a comprehensive document management system to track all documents.
• Coordinate with various departments to ensure timely distribution of documents.
• Ensure document security and control access to sensitive information as required.
• Implement document version control practices to prevent unauthorized use of outdated information.
• Assist in the preparation of documents for audits and compliance checks.
• Conduct regular reviews and audits of document management practices and suggest improvements.
• Provide support and training to staff on document control procedures and software usage.
• Collaborate with IT and administrative teams to streamline document management processes.
• Ensure confidentiality, consistency, and integrity of documents and filing systems.
• Generate reports on documentation processes and document retrieval metrics.
• Resolve discrepancies in documents swiftly to avoid project delays or office misunderstandings.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or related field.
• Proven experience as a Document Controller or in a related administrative role.
• Proficient with document management software such as SharePoint or Documentum.
• Excellent organizational skills with high attention to detail and accuracy required.
• Strong communication skills to effectively interact with different departments.
• Ability to maintain confidentiality and ensure document security at all times.
• Familiarity with project management principles and document lifecycle management.
• Ability to work independently and as part of a team in a fast-paced environment.