Document Controller 18M26

The role of a Document Controller is crucial in maintaining organized, efficient, and accessible documentation systems within an organization. As a Document Controller, you will ensure that all company documentation is accurately stored, systematically retrieved, and effectively managed. This includes overseeing both hard and electronic copies of critical business documents to ensure compliance with regulations and standards. This position requires a meticulous eye for detail, excellent organizational skills, and proficiency in document management software. The Document Controller will work closely with various departments to facilitate secure and efficient document distribution and retrieval, ensuring that all teams have the information they need when they need it. The successful candidate will contribute significantly to improving process efficiency, reducing risk of data loss, and ensuring that documentation is aligned with industry standards.

Responsibilities

• Overseeing the storing, categorizing, and retrieving company documentation across all departments.
• Ensuring that the document numbering system is correctly applied and adhered to by staff.
• Providing guidance and training to staff on document control procedures and policies.
• Ensuring timely distribution of documents to relevant personnel and departments.
• Implementing and maintaining electronic document management systems (EDMS) for improved efficiency.
• Documenting changes and updates in records and ensuring their proper authorization and distribution.
• Conducting regular audits of document control processes to ensure compliance and identify improvements.
• Responding to and managing document retrieval requests quickly and accurately.
• Collaborating with IT to ensure database security and maintenance of document control systems.
• Monitoring the status of documents to ensure they are adequately archived and preserve historical data.
• Maintaining control logs and records of all company documents for accountability and traceability.
• Coordinating with project managers to allocate document control resources effectively for projects.

Requirements

• Bachelor's degree in Business Administration, Information Management, or a related field.
• Proven experience in document control or a related administrative role.
• Proficiency in using electronic document management systems (EDMS) and related software tools.
• Strong organizational skills and the ability to multitask and prioritize tasks effectively.
• Excellent attention to detail and accuracy in document management and control processes.
• Strong communication skills for training staff and liaising with different departments.
• Familiarity with document control regulations and standards such as ISO 9001 is desirable.