Document Controller (Projects)

Job Description

• A Document Controller is responsible for managing, organizing, and maintaining an organization's documentation and records
• They play a crucial role in ensuring that documents are appropriately stored, accessible, and up-to-date
• The position requires attention to detail, strong organizational skills, and the ability to work effectively with different teams to facilitate efficient document management processes
• Key Responsibilities:Document Management:Receive, process, and organize various types of documents, including contracts, technical reports, correspondence, drawings, and other relevant records
• Ensure all documents are correctly named, numbered, and filed in a logical and easily retrievable manner
• Implement document version control to avoid confusion and maintain document history
• Keep track of document approval and review processes
• Document Control System:Utilize document management software or other electronic systems to manage and track documents efficiently
• Provide training and support to employees on the proper use of the document control system
• Ensure the document control system complies with company standards and industry regulations
• Distribution and Retrieval:Manage the distribution of documents to authorized personnel, both internally and externally, while ensuring appropriate access permissions
• Monitor and track document retrieval requests, ensuring timely responses and maintaining records of document movement
• Quality Assurance:Perform periodic audits of documents to verify accuracy, completeness, and compliance with established procedures and standards
• Report any discrepancies or non-conformities to the relevant parties and work with them to resolve issues
• Document Security and Confidentiality:Ensure sensitive and confidential documents are appropriately protected and accessible only to authorized personnel
• Adhere to data protection and privacy policies to maintain the confidentiality of sensitive information
• Collaboration:Collaborate with various departments, project teams, and stakeholders to gather and compile documentation for different projects or purposes
• Facilitate effective communication and information sharing among team members
• Record Retention:Manage the retention and disposal of documents in accordance with the organization's policies and legal requirements
• Continuous Improvement:Identify opportunities for streamlining document control processes and implementing best practices
• Propose and implement improvements to enhance document management efficiency
• Requirements:Bachelor's degree or equivalent qualification in a relevant field
• Proven experience as a Document Controller or in a similar role
• Familiarity with document management software and electronic document control systems
• Excellent organizational skills and attention to detail
• Strong communication and interpersonal skills

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Education