Job Description

Role Overview

Document Controller is responsible for the systematic management of organizational and project documentation. They ensure that documents are properly created, reviewed, stored, and distributed, maintaining version control and compliance with company standards and regulatory requirements. This role serves as a central point for document-related inquiries and supports operational and project teams by facilitating timely access to accurate information.

Key Responsibilities

Managing Document Control Systems and Processes

Managing document control systems and processes is essential for a document controller to ensure the efficient organization, accessibility, and security of documents.

Typical responsibilities of a document controller include:

• Implementing and maintaining document control procedures

• Establishing and updating document control databases

• Ensuring compliance with document management standards and regulations.

Document Control and Organization

Document control and organization ensures that the documents are systematically managed, labelled, and stored – allowing for easy retrieval, version control, and maintenance of accurate records.

Here are some related responsibilities outlined in the document controller job description:

• Receiving, reviewing, and distributing incoming documents

• Classifying and indexing documents for easy retrieval

• Monitoring document revisions and maintaining version control

Quality Control and Assurance

Ensuring the accuracy and compliance of documents to maintain high standards is the role of a document controller, which includes:

• Performing quality checks on documents to ensure accuracy and completeness

• Resolving discrepancies or issues related to document content or formatting

• Collaborating with stakeholders to address document-related concerns

Document Retrieval and Archiving

Document retrieval and archiving are core responsibilities of a document controller, ensuring that documents are accurately stored and easily accessible.

Some of the primary responsibilities involve:

• Retrieving requested documents and information for internal and external stakeholders

• Establishing document retention schedules and managing archiving processes

• Ensuring proper disposal of outdated documents

Collaboration & Communication

Collaboration and communication are essential aspects of a document controller's role that include the following responsibilities:

• Coordinating with project teams, departments, and external parties to facilitate document exchange

• Providing support and training to users on document management systems

• Maintaining effective communication channels to address document-related queries or issues

Required Skills and Qualifications

Educational Background: A degree or diploma in Business Administration, Records Management, or a related field.

Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and electronic document management systems (EDMS).

Core Skills: Strong organizational abilities, attention to detail, communication skills, and the ability to manage multiple tasks under time constraints.

Preferred Experience: Prior experience in document control, administration, or records management.

Disclaimer
This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

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