Document Controller (225-722)

A Document Controller plays a pivotal role in maintaining and managing an organization's documents to ensure that the right information is available to the right people at the right time. This position is crucial for maintaining a well-organized infrastructure of documents, minimizing the risk of error or miscommunication that may arise from outdated or missing information. A Document Controller is responsible for the accurate recording, storage, and retrieval of documentation in both electronic and paper formats. They work closely with various departments to ensure compliance with company standards and facilitate smooth document management processes. Precision, attention to detail, and a comprehensive understanding of digital file systems and document control procedures are essential qualities for success in this role.

Responsibilities

• Coordinate and oversee the organization’s document management systems for accuracy and efficiency.
• Ensure all documentation adheres to established company standards and regulations.
• Assist in the preparation and modification of documentation for project requirements.
• Facilitate regular audits of the company's document management practices for quality control.
• Collaborate with department managers to streamline document processes and optimize workflows.
• Manage and safeguard the filing and storage systems for electronic and physical documents.
• Distribute documents to relevant stakeholders in a timely and efficient manner.
• Train staff on proper document management techniques and usage of related software systems.
• Monitor and review submissions received to ensure completeness and compliance with guidelines.
• Address and resolve problems related to document discrepancies or accessibility issues.
• Stay updated with advancements in document management technologies and best practices.
• Provide reports and feedback to management regarding document management activities and issues.

Requirements

• Proven experience in a document control or similar administrative position.
• Strong proficiency with document management software and systems is required.
• Excellent organizational skills and attention to detail with multi-tasking capabilities.
• Good understanding of project management principles and document workflows.
• Ability to prioritize tasks and manage time effectively under tight deadlines.
• Exceptional communication skills with the ability to work collaboratively with others.
• A bachelor’s degree in business administration, information management, or related field is preferred.