Document Controller

Client of Talentmate

A Document Controller plays a critical role in managing and ensuring the proper organization of a company's documents, which can range from operational and procedural files to regulatory and compliance records. As part of the administrative team, the Document Controller is responsible for maintaining a structured system that enables quick retrieval and updates of documentation as needed, ensuring accuracy, accessibility, and compliance with internal, industry, and governmental requirements. The position requires a keen eye for detail, exceptional organizational skills, and a comprehensive understanding of document management systems and related software. The Document Controller interacts with various departments to ensure seamless document flow and supports project teams by providing the necessary documentation during different phases of project execution. Their role also involves providing training on document management processes, highlighting their pivotal role in the efficiency and effectiveness of company operations.

Responsibilities

• Maintain and update all company documents ensuring accurate record-keeping and retrieval.
• Develop and implement efficient document control processes and procedures.
• Coordinate with various departments for document exchange and ensure compliance standards.
• Monitor document compliance with internal and external regulatory bodies and standards.
• Ensure timely distribution of documents to relevant personnel and stakeholders as required.
• Provide guidance and training to staff on document control processes and usage of systems.
• Receive, review, and log incoming documents, ensuring accurate information management.
• Manage the security and confidentiality of sensitive documents and information effectively.
• Compile and organize project information for electronic and hard copy distribution.
• Collaborate with IT for software upgrades related to document management systems.
• Prepare and manage documents for archiving in accordance with retention policies.
• Track and report on document control metrics to upper management as needed.

Requirements

• Bachelor s degree in Business Administration, Management, or a related field.
• Proven experience in document control within similar industries or environments.
• Strong knowledge of document control systems and software applications.
• Exceptional organizational skills with a keen attention to detail and accuracy.
• Ability to effectively communicate and collaborate with cross-functional teams.
• Proficient in Microsoft Office and document processing software tools.
• Excellent time management skills with the ability to manage multiple tasks.