Document Controller (225-829)

A Document Controller plays a critical role in managing and organizing documents within an organization. This position ensures that documents are stored correctly and that only the most recent and accurate versions are available to the team. Document Controllers are integral in maintaining the integrity and accuracy of the organization's paperwork, providing access to the right information at the right time. These professionals work closely with various departments to adhere to document management protocols, and they often assist in the development of new documentation processes. Their work is crucial in compliance, information management, and supporting the smooth operation of daily business tasks. Strong attention to detail, organizational skills, and technical proficiency with document control software are vital for success in this role.

Responsibilities

• Manage and maintain all incoming and outgoing documents within the organization.
• Ensure documents are stored correctly, maintaining version control and accessibility.
• Implement and monitor processes for document creation, review, approval, and archiving.
• Coordinate with various departments to ensure compliance with document management systems.
• Develop and update document templates and standard operating procedures as needed.
• Conduct regular audits to ensure document accuracy and integrity.
• Provide training and support to staff on document management policies and procedures.
• Assist in the transition to digital document management systems and technologies.
• Manage and respond to requests for document retrieval and access efficiently.
• Ensure document confidentiality and security in accordance with company policies.
• Monitor and manage document review periods and expiration dates for critical records.
• Support project teams with document handling during project lifecycle phases.

Requirements

• Bachelor's degree in business administration, information management, or a related field.
• Proven experience as a Document Controller or in a similar administrative role.
• Strong knowledge of document management systems and software tools.
• Excellent organizational and time management skills with attention to detail.
• Ability to maintain document confidentiality and ensure data security practices.
• Strong communication skills to work effectively across various departments.
• Experience in developing and implementing document management policies is advantageous.
• Proficient with Microsoft Office Suite and other data management tools.
• Familiarity with regulations and standards applicable to document control processes.
• Excellent problem-solving skills to address issues in document handling and storage.