Document Controller

We are looking for a Document Controller to prepare, manage and file documents for our projects. Document Controller responsibilities

include typing contracts, archiving files and ensuring all team members have access to necessary documentation. To be successful in this

role, you should have previous experience reviewing technical documents along with the ability to spot errors. Ultimately, you’ll support our procedures maintaining transparent, up-to-date and easily traceable documents.

Responsibilities

• Organize, categorize, and maintain both electronic and physical documents using established filing systems and document management software.
• Ensure the accuracy and consistency of documents by managing version control, tracking revisions, and maintaining up-to-date records.
• Facilitate easy retrieval of documents by maintaining a well-organized filing system and implementing effective indexing and search mechanisms.
• Review documents for completeness, accuracy, and compliance with company standards before distribution or archiving.
• Enter new documents into the system, ensuring accurate metadata and appropriate categorization.
• Regularly update and maintain document records to reflect changes and additions.
• Manage the distribution of documents to authorized personnel, ensuring proper access control and confidentiality.
• Monitor document requests and permissions to prevent unauthorized access.
• Coordinate the archiving and retention of documents in compliance with legal and regulatory requirements.
• Maintain an organized archive system for easy retrieval of historical documents.
• Identify opportunities to enhance document management processes, increase efficiency, and reduce errors.
• Implement best practices to streamline document control procedures.
• Provide guidance to employees on document control procedures, naming conventions, and proper usage of document management systems.
• Generate regular reports on document status, distribution, and usage patterns.
• Assist in preparing documentation for audits and compliance reviews.
• Collaborate with various departments to gather, organize, and share relevant documents.
• Assist in document-related tasks for projects and initiatives.

• High school diploma or equivalent; bachelor's degree in a related field is a plus.
• Proven experience as a Document Controller or similar role, with a strong understanding of document management practices.
• Proficiency in document management software and tools.
• Excellent organizational skills and meticulous attention to detail.
• Strong communication skills for effective coordination with cross-functional teams.
• Familiarity with data protection regulations and information security.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving abilities to address document-related challenges.
• Proficiency in Microsoft Office Suite and data entry.
• Adaptability to evolving document management technologies.
• Ethical conduct and professionalism in managing confidential documents.
• Fluency in English; knowledge of additional languages is advantageous.