Document Controller 15A26

A Document Controller plays a critical role in managing and organizing company documents and records. This position is vital to ensure the proper handling of the organization’s myriad documents and records, which includes coordinating and implementing processes used to capture, manage, store, and dispose of documents. A Document Controller is responsible for maintaining the company’s document management system, ensuring that all documents are accurate, up-to-date, and readily accessible to authorized personnel. This role demands great attention to detail, efficiency in managing digital and traditional paperwork, and strict compliance with security and confidentiality protocols. The ability to work with various departments and make sure that document practices align with industry regulations is also pivotal. A strong emphasis is placed on maintaining document integrity and security as well as facilitating audits and improving document management processes.

Responsibilities

• Maintain and organize documents in a systematic and secure manner.
• Ensure timely and accurate delivery of documents to internal teams.
• Implement and manage document control procedures to maintain compliance.
• Coordinate with different departments to gather and update information on documents.
• Provide training and guidance on document management protocols to staff.
• Develop and execute document archiving and retention policies as needed.
• Monitor the usage of documents to ensure integrity and traceability.
• Assist in audits by retrieving documents and providing documentation as required.
• Identify and resolve any discrepancies or deviations in document records.
• Review and update document control operations to adhere to latest standards.
• Generate reports regarding document status, distribution, and control activities.
• Manage access permissions and ensure confidentiality of sensitive information.

Requirements

• Bachelor's degree in Business Administration or a related field preferred.
• Proven experience in document management or a similar administrative role.
• Strong understanding of document control procedures and processes.
• Excellent organizational and multitasking abilities with attention to detail.
• Proficiency with document management software and MS Office Suite.
• Strong communication skills, both written and verbal, are essential.
• Ability to work collaboratively and maintain confidentiality as needed.