Document Controller (225-709)

A Document Controller plays a vital role in managing and overseeing the flow and storage of documents within an organization to ensure accuracy, compliance, and security. The position requires meticulous attention to detail, organizational skills, and a thorough understanding of documentation processes. Document Controllers are tasked with the responsibilities of maintaining an efficient filing system, facilitating the retrieval of information, endorsing version control, and ensuring that all pertinent documents are created, shared, and stored according to regulatory and organizational guidelines. They are key to ensuring that accurate, timely, and secure records are upheld while supporting various departments in document management tasks. Additionally, they ensure that documents are easily accessible to those needing information, thereby supporting the overall operational efficiency of the organization.

Responsibilities

• Manage and oversee all document processes, ensuring adherence to organizational policies.
• Maintain an organized and accessible digital and paper-based filing system.
• Ensure documents are easily retrievable and accurately stored systematically.
• Control the sorting, logging, and archiving of documents efficiently and securely.
• Implement procedures for document review, updating, and approval for workflow efficiency.
• Conduct regular audits on document control processes for compliance verification.
• Maintain an efficient tracking system for document status and revisions control.
• Ensure document security and confidentiality are maintained at all times.
• Train and support employees in document management and information retrieval practices.
• Coordinate with other departments to facilitate accurate document preparation and sharing.
• Develop and implement new document control procedures and policies as needed.
• Compile reports on document-related activities for management reviews and feedback.

Requirements

• Bachelor’s degree in Business Administration, Information Management, or related field.
• Proven experience working as a Document Controller or in a similar role.
• Solid understanding of document management systems and procedures.
• Excellent attention to detail and organizational skills are mandatory.
• Proficiency in Microsoft Office Suite and document control software.
• Excellent communication skills and the ability to collaborate effectively.
• Strong problem-solving skills and the ability to work independently.
• Knowledge of industry regulations related to document control and compliance.