Document Controller (225-1013)

A Document Controller plays a pivotal role in managing the vast amount of documents and files within an organization to ensure that crucial information is organized, updated, and easily accessible. This position requires keen attention to detail as well as expertise in document management systems and procedures. Document Controllers are responsible for ensuring that key documents are archived appropriately, following company guidelines and compliance regulations. They serve as the gatekeepers of information, overseeing the storage, organization, retrieval, and distribution of documents. Additionally, they maintain and update document control records regarding revisions and amendments, manage electronic documents, and ensure the security of sensitive information. In today's digital landscape, a Document Controller is also expected to navigate various software platforms with agility and proficiency, thereby significantly contributing to the operational efficiency of the organization.

Responsibilities

• Manage and control the receipt, sorting, storage, and retrieval of documents.
• Ensure that documents comply with quality and regulatory standards.
• Coordinate with staff members to ensure smooth data flow and accessibility.
• Update and maintain the document management system regularly and accurately.
• Monitor documentation processes to identify areas for improvement and efficiency.
• Ensure all documentation is readily accessible to authorized personnel without delays.
• Provide training and support for employees on document management best practices.
• Handle sensitive documents with utmost confidentiality and security measures.
• Keep track of all versions and revisions of documents to maintain document history.
• Coordinate with various departments to gather and distribute necessary documentation.
• Prepare reports and summaries based on document tracking and retrieval activities.
• Assist in audits by providing document access and compliance verification evidence.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or related fields.
• Proficient in the use of document management software and related IT tools.
• Minimum of three years' experience in document control or related roles.
• Strong organizational skills and keen attention to detail and accuracy.
• Excellent written and verbal communication skills are essential.
• Ability to work under tight deadlines and manage multiple tasks simultaneously.
• Sound understanding of compliance regulations and quality standards in document control.