Document Controller (225-919)

A Document Controller plays a critical role in managing and maintaining all company documents and ensuring their accuracy, quality, and integrity. They oversee the well-organized retrieval, storing, distribution, and dispatching of documents and records, which are crucial for the smooth operation of any organization. Document Controllers work closely with different departments to ensure compliance with company policies and industry standards. They implement and enact efficient document management systems, facilitate audits, and support project teams by maintaining up-to-date records. An ideal candidate for this position exhibits excellent organizational skills, keen attention to detail, proficiency in document management software, and a high level of trustworthiness as they manage sensitive company information.

Responsibilities

• Manage and maintain the organization’s document management system for accuracy.
• Ensure all documents adhere to company and regulatory standards and guidelines.
• Coordinate document flow between internal departments and external stakeholders.
• Facilitate and coordinate audits by ensuring document availability and compliance.
• Train staff on document control procedures and software usage best practices.
• Collaborate with project teams to collect and record all necessary project documentation.
• Implement document quality assurance processes to enhance information accuracy and completeness.
• Track, circulate, and approve all incoming and outgoing documents within deadlines.
• Regularly review and update document control policies and procedures for efficiency.
• Maintain secure access to confidential documents and information within the system.
• Generate and present reports on document management activities to company management.
• Conduct regular inspections of document storage systems to ensure physical and digital security.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or relevant field.
• Proven experience working as a Document Controller or in a similar role.
• Proficiency in document management systems and related software applications.
• Strong organizational skills and attention to detail in managing documents.
• Excellent communication skills for coordinating with team members and stakeholders.
• Ability to handle sensitive information with integrity and confidentiality.
• Knowledge of industry standards and regulations related to document control.