Document Controller (225-630)

A Document Controller plays a crucial role in managing and maintaining an organization's documents and records. As a key figure in information management, the Document Controller is responsible for ensuring that documents are stored correctly, easily accessible, and updated as needed. They serve as the gatekeepers of data, making sure that both paper and electronic documents support current projects and processes. By implementing effective document control practices, they enhance organizational efficiency and compliance with company standards and regulatory requirements. The role typically requires a high level of organizational skills, attention to detail, and familiarity with document management software. Success in the position ensures streamlined operations and the integrity and security of company documentation.

Responsibilities

• Develop and maintain a comprehensive document control system for the organization.
• Ensure document security, accessibility, and retrieval procedures are effectively implemented.
• Coordinate with various departments to manage and update document formats and templates.
• Conduct regular audits to ensure compliance with document control policies and procedures.
• Train staff on document management procedures and software as needed.
• Collaborate with IT personnel to manage and maintain electronic document storage systems.
• Regularly review and update document control procedures to enhance efficiency.
• Facilitate document reviewing, approval, updating, and archiving processes across departments.
• Manage the document lifecycle, including distribution, tracking, and archiving of records.
• Compile reports and summaries based on document control audits and assessments.
• Serve as the first point of contact for document-related inquiries and troubleshooting requests.
• Assist in the development of document management strategies and best practices.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or a related field.
• Proven experience in document control or record management roles is essential.
• Familiarity with document management software and related IT systems.
• Strong organizational skills and attention to detail are critical for success.
• Ability to work independently and manage multiple tasks under tight deadlines.
• Excellent communication and interpersonal skills to collaborate across departments.
• Understanding of regulatory requirements and compliance in document control.