Documents Controller

Liberal Construction, LLC

PRIMARY FUNCTION:

The role of a Documents Controller typically involves overseeing the management and organization of documents within an organization to ensure efficiency, accuracy, and compliance with relevant standards./p>

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Document Management:
  
  • Develop and maintain document control processes and systems to ensure the efficient management of documents.
  • Establish and enforce document control procedures and policies.
  • Proactively manage administrative functions related to (but not limited to) Procore
• Document Control Systems:
  
  • Implement and manage document control software or systems to organize, track, and store documents.
  • Ensure the document control system is user-friendly and accessible to authorized personnel.
• Document Review and Approval:
  
  • Coordinate the review, approval, and distribution of documents within the organization.
  • Ensure that documents are reviewed and approved by the appropriate personnel according to established procedures.
• Version Control:
  
  • Manage document version control to ensure that the latest revisions are available and obsolete versions are removed.
  • Establish naming conventions and file structures for efficient version tracking.
• Quality Assurance:
  
  • Ensure that documents meet quality standards, regulatory requirements, and organizational guidelines.
  • Conduct periodic audits to verify document accuracy and compliance.
• Training and Compliance:
  
  • Train employees on document control processes, procedures, and best practices.
  • Ensure that employees understand and comply with document control policies.
• Change Management:
  
  • Manage document change requests and updates.
  • Implement a change control process to track and document modifications to controlled documents.
• Records Management:
  
  • Oversee the maintenance and retention of records and archived documents.
  • Establish record-keeping policies for document storage, retrieval, and disposal.
• Communication and Collaboration:
  
  • Collaborate with various departments to ensure document control processes align with organizational goals.
  • Communicate changes in document control procedures and provide guidance to staff as needed.
• Reporting and Analysis:
  
  • Generate reports on document control metrics, such as document status, revision history, and compliance.
  • Analyze document management data to identify areas for improvement and efficiency.
• Compliance and Auditing:
  
  • Ensure that document control practices adhere to industry standards, regulatory requirements, and best practices.
  • Prepare for and participate in internal and external audits related to document management.
• Continuous Improvement:
  
  • Identify opportunities for process improvement and implement enhancements to optimize document control efficiency.
  • Stay informed about emerging document management technologies and trends.
  • Other administrative duties as assigned.