Document Controller 01J26

The role of a Document Controller is pivotal in ensuring that all documentation is properly managed and available throughout the project lifecycle. This position is critical in maintaining a systematic and efficient approach to controlling documents, records, and data management. You will be required to ensure that materials are easily accessible and properly stored, adhering to company policies and regulatory standards. As a Document Controller, you will also maintain an updated register, control issuance of documentation, review files and incoming documents for accuracy, and act as a point of contact for document control issues. Furthermore, you will engage with various departments to ensure compliance and seamless handling of data. This role requires excellent organizational and time management skills, as well as a good understanding of document control processes and technology tools commonly used in the industry.

Responsibilities

• Maintain a comprehensive document filing system in line with best practices.
• Coordinate and maintain project document registers, ensuring all information is accurate.
• Ensure easy retrieval of documents through updated indexing and cataloging.
• Review documents for completeness, accuracy, and compliance with standards.
• Distribute project documents to appropriate stakeholders as needed in a timely manner.
• Conduct regular audits to ensure effectiveness and compliance with document management systems.
• Provide training and support to staff on document control procedures and policies.
• Assist project teams with copying, scanning, and distributing project documents as required.
• Ensure the safe storage and archiving of documents in physical and electronic formats.
• Coordinate with IT department to troubleshoot and resolve document management system issues.
• Facilitate communication between departments for document sharing and information access.
• Ensure that all document management activities comply with company policies and legal requirements.

Requirements

• Bachelor’s degree in business administration, information management, or related field.
• Minimum of 2 years experience in document control or related field required.
• Proficiency with document management software and Microsoft Office Suite applications.
• Strong organizational skills and acute attention to detail are essential.
• Excellent written and verbal communication skills to liaise with stakeholders.
• Ability to handle confidential information with discretion and judgment.
• Knowledge of ISO management system standards is advantageous.