Document Controller (225-919)

A Document Controller is a critical professional tasked with managing, organizing, and maintaining a company's documentation and records. In organizations where information accuracy and accessibility are key, the role of a Document Controller becomes indispensable. These professionals ensure that documents are correctly filed, updated, and available to the appropriate stakeholders seamlessly. Document Controllers work closely with various departments to ensure compliance with internal policies and external regulations. They play a pivotal role in safeguarding the integrity of project information, support quality assurance efforts, and facilitate an organized and efficient document lifecycle. Their efforts result in improved productivity, reduced operational risks, and enhanced data security. Document Controllers are typically detail-oriented, possess excellent organizational skills, and have a firm grasp of document management software and practices.

Responsibilities

• Maintain an organized system for document storage and retrieval consistently.
• Ensure all documents are up-to-date and reflect current project data accurately.
• Coordinate with departments to manage document approval processes efficiently.
• Monitor document versions and track changes effectively to prevent errors.
• Control access to documents ensuring security and confidentiality are maintained.
• Implement and adhere to document management protocols and procedures diligently.
• Provide training and assistance on document management systems and software.
• Optimize document workflows to enhance operational efficiency across teams.
• Review documents for completeness, consistency, and accuracy before archiving.
• Generate status reports on document control activities for management review.
• Coordinate the digitization of documents to ensure easy access and backup.
• Facilitate physical storage solutions and manage off-site document storage services.

Requirements

• Proven experience as a Document Controller or similar administrative role.
• Proficiency in document management software such as Documentum or M-Files.
• Strong organizational skills with a keen attention to detail and accuracy.
• Excellent verbal and written communication skills for effective documentation.
• Ability to manage multiple priorities and adhere to tight deadlines successfully.
• Good understanding of regulatory and compliance requirements for document control.
• Demonstrated ability to work both independently and collaboratively in a team.