Document Controller

Talentmate

A Document Controller is a key individual in the management and organization of company documents and records, playing a crucial role in ensuring that all documents are filed, stored, and retrieved seamlessly. This professional is responsible for ensuring that the documentation processes adhere to the highest standards of quality and compliance, maintaining the integrity and confidentiality of sensitive information. A Document Controller is instrumental in enforcing document control procedures, facilitating document audits, and supporting other departments by providing necessary documentation services. By utilizing state-of-the-art document management systems, they improve operational efficiency and productivity while minimizing the risk associated with document errors and security breaches. In today's digital era, the role of a Document Controller often extends to overseeing electronic document management systems (EDMS) to streamline document workflows, enhance document access, and ensure compliance with regulatory requirements.

Responsibilities

• Implement and maintain document management systems for efficient document retrieval.
• Develop and enforce document control procedures to ensure consistent document handling.
• Ensure compliance of document management processes with company policies and industry regulations.
• Coordinate the distribution of documents to relevant stakeholders in a timely manner.
• Monitor document quality and integrity, conducting regular audits and reviews.
• Organize and categorize documents for ease of access, reference, and storage.
• Provide training and support to staff on document control procedures and systems.
• Manage the archival and disposal of documents according to retention policies and schedules.
• Collaborate with IT to maintain and troubleshoot electronic document management systems.
• Assist in the preparation of reports and presentations on document control activities and metrics.
• Coordinate with project teams to manage documentation needs for various projects.
• Ensure confidentiality and security of sensitive documents and information.

Requirements

• Bachelor's degree in Business Administration, Information Management, or a related field.
• Proven experience as a Document Controller or in a similar administrative role.
• Strong understanding of document control processes and best practices.
• Proficiency in electronic document management systems and software applications.
• Excellent organizational and multitasking abilities with attention to detail.
• Strong communication skills for effective collaboration with team members and stakeholders.
• Ability to handle sensitive and confidential information with discretion.