Document Controller 10J26

As a Document Controller, you play a vital role in managing the organization's documentation processes. You are responsible for ensuring the safe handling, storage, and retrieval of various documents, thus guaranteeing their accuracy, availability, and compliance with regulatory standards. This position demands meticulous attention to detail, excellent organizational skills, and an understanding of document management software and systems. Working closely with different departments, you will ensure that all documentation is systematically managed and accessible. Your contribution significantly impacts maintaining the flow of information and supporting the operational efficiency and compliance of the organization.

Responsibilities

• Organize and maintain documents, ensuring they are labelled and stored correctly.
• Develop and enforce document control procedures and policies across the organization.
• Coordinate with departments to collect and manage required documentation in a timely manner.
• Ensure that document management systems are kept up to date and accessible to staff.
• Provide training and support to staff on document control systems and procedures.
• Monitor and review document retention policies, ensuring compliance with legal regulations.
• Implement changes to improve document control processes and systems efficiently.
• Maintain a register of outgoing and incoming documents, ensuring accurate tracking.
• Respond promptly to requests for document-related information and assistance from staff.
• Audit document information and management system periodically for compliance assurance.
• Prepare reports and documentation for management review as required.
• Coordinate the archiving and retrieval of documents with external suppliers if necessary.

Requirements

• Proven experience in document management or similar administrative role.
• Proficient in document management software and Microsoft Office applications.
• Excellent organizational skills with a high level of attention to detail.
• Strong communication skills with the ability to work collaboratively across teams.
• Knowledge of legal document management requirements and best practices.
• Ability to handle sensitive information with complete confidentiality and discretion.
• Demonstrated ability to manage and prioritize multiple tasks efficiently.