Document Controller (225-811)

The role of a Document Controller is critical in ensuring the smooth and efficient management of company documentation, including files, contracts, and records. As a vital position within any business structure, a Document Controller is responsible for maintaining the accuracy, security, and availability of documents to support project execution and facilitate decision-making processes. This professional not only ensures compliance with internal standards and regulations but also manages document retrieval and storage processes that enhance overall organizational productivity. With a keen eye for detail, the Document Controller reviews documents for accuracy and quality, ensuring consistency across the board. They play a pivotal role in coordinating with different departments to manage the flow of documents and information efficiently. Additionally, the expertise of a Document Controller helps in risk management by preventing data breaches and unauthorized access to sensitive files.

Responsibilities

• Organize and manage company documents, ensuring they are accurately maintained and easily accessible.
• Develop and maintain document control processes and systems to store and manage files.
• Review documents and templates for quality assurance and adherence to industry standards.
• Coordinate with various departments to ensure all documentation aligns with project specifications.
• Manage the distribution, access, and security of electronic and hardcopy documents.
• Ensure compliance with organizational and governmental regulations on data handling and storage.
• Create document control policies and standard operating procedures to improve efficiency.
• Conduct regular audits and provide reports on document management processes and systems.
• Train staff in document control practices and the use of document management systems.
• Respond promptly to requests for document retrieval by internal departments or external stakeholders.
• Monitor the lifecycle of documents and ensure timely archiving or disposal in accordance with policies.
• Implement and manage electronic document management systems and ensure data integrity is maintained.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or a related field.
• Proven experience in document control or records management is essential.
• Strong knowledge of document control processes and best practices.
• Excellent attention to detail and accuracy in document review and management.
• Proficiency in document management software and electronic document management systems.
• Strong organizational skills and ability to prioritize tasks effectively.
• Excellent communication skills to liaise with various departments and stakeholders.