Senior Document Controller (225-728)

The role of a Senior Document Controller is pivotal in ensuring the efficient management of an organization's documentation processes. This position demands not only an in-depth understanding of file management and archiving usually related to various projects but also the ability to oversee and enhance the workflow of document management systems. The Senior Document Controller will work closely with project teams, ensuring that all project documents are complete, up-to-date, and appropriately stored. They are also responsible for adhering to regulatory compliance standards and employing best practices to minimize risk and protect sensitive information. This role may require collaboration with other departments to implement new document management procedures and strategies that increase efficiency. Strong attention to detail, excellent organizational skills, and a proactive approach to problem-solving are essential attributes for success in this role.

Responsibilities

• Oversee the establishment and maintenance of a comprehensive document management system.
• Ensure all documents are up-to-date, correctly labeled, and stored securely.
• Collaborate with project managers to understand documentation requirements and timelines.
• Monitor the document lifecycle processes for compliance and effective management.
• Provide training and guidance to team members on document control processes.
• Develop, implement, and maintain document control systems and procedures.
• Coordinate the distribution of documents to internal teams and ensure proper access controls.
• Conduct regular audits to ensure compliance with regulatory requirements and standards.
• Facilitate the archiving and retrieval of documents when required by the team.
• Record, track, and manage amendments and revisions to documents.
• Generate and distribute regular reports on document control activities and performance.
• Collaborate with IT to resolve any system issues related to document management.

Requirements

• Bachelor's degree in information management, library sciences, or a related field.
• Proven experience in document control or records management roles.
• Strong knowledge of document management software and office systems.
• Excellent organizational skills and keen attention to detail are crucial.
• Ability to work independently and manage multiple tasks prioritizing workload.
• Excellent communication skills for liaising with internal and external stakeholders.
• Familiarity with project management methodologies and best practices in the industry.