Document Controller

The role of a Document Controller is essential in ensuring the seamless flow of documents throughout an organization, which involves receiving, checking, storing, and retrieving documentation. This requires maintaining control of the critical documentation that organizations rely on to execute projects and maintain compliance with various regulatory standards. Document Controllers are tasked with managing large volumes of paperwork and electronic files, ensuring they are easily accessible to appropriate personnel while maintaining confidentiality and accuracy. These professionals must possess strong organizational skills, attention to detail, and proficiency with document management systems to ensure that all processes related to documentation control are efficient and effective. Strong communication skills are also necessary to liaise with various departments and external partners, facilitating the smooth exchange of information and safeguarding the company's document integrity.

Responsibilities

• Maintain an organized document management system for easy retrieval and storage.
• Ensure the accuracy and completeness of all incoming and outgoing documentation.
• Collaborate with various departments to coordinate document flow and approval.
• Securely store and archive documents both in physical and digital formats.
• Develop and implement document control procedures and policies tailored to specific needs.
• Track and manage document versions to ensure only current documents are utilized.
• Configure and operate document management software to enhance operational efficiency.
• Manage access rights to documents ensuring confidentiality and data protection policies.
• Facilitate audits by providing timely and accurate document access and information.
• Train staff on document control systems and regulatory compliance procedures.
• Create and maintain a document tracker that logs all document activities.
• Address document-related queries and facilitate problem resolution to stakeholders.

Requirements

• Bachelor’s degree in Business Administration or related field preferred.
• Proven experience in document control or a similar administrative role.
• Proficient in document management systems and Microsoft Office Suite.
• Strong organizational skills with the ability to manage multiple tasks.
• Excellent communication skills to liaise with colleagues and stakeholders.
• Attention to detail and precision in managing sensitive documentation.
• Ability to work independently and collaboratively in a team environment.