Document Controller 20O25

The Document Controller plays a crucial role in managing and overseeing the organization's documents and records. This position ensures that all documents are properly stored, labeled, and easily accessible to authorized personnel. The Document Controller is responsible for the receipt, classification, indexing, and filing of all incoming and outgoing documents, thus maintaining a comprehensive and organized documentation system. Moreover, this role involves liaising with various departments to ensure document control procedures are in compliance with organizational standards and regulatory requirements. The Document Controller also supports the preparation and distribution of documents for project teams, ensuring that critical information is available on time and accurately, thereby contributing significantly to the smooth operation of the company's day-to-day activities.

Responsibilities

• Develop and maintain an organized system for storing and retrieving documents efficiently.
• Ensure that all documentation is easily accessible and shared with authorized personnel when needed.
• Oversee the classification and indexing of all documents for easy identification and access.
• Coordinate with different departments to ensure compliance with document control policies and procedures.
• Receive, review, and categorize incoming documents according to relevance and necessity.
• Track the status of documents through the document lifecycle with diligent recordkeeping practices.
• Assist in the preparation and logistics of distributing documents for project and management teams.
• Ensure confidentiality of sensitive and proprietary company documents and intellectual property.
• Provide training and support to staff on document management software and practices.
• Conduct regular audits to ensure compliance with Document Management System standards and protocols.
• Monitor and update document control procedures to reflect the latest company policies and technologies.
• Assist with the development and implementation of new document management systems, as needed.

Requirements

• Proven experience as a Document Controller or similar administrative role, ideally in a relevant industry.
• Strong knowledge of document control processes and management software such as SharePoint or similar.
• Exceptional organizational skills and attention to detail are essential for this role.
• Excellent communication skills, both verbal and written, for effective collaboration.
• Ability to manage and prioritize multiple tasks and projects with efficiency.
• Proficiency in MS Office Suite and other related computer applications and software.
• Bachelor's degree in Business Administration, Management, Library Science, or a related field preferred.