We are seeking a highly organized and detail-oriented Digital Document Controller to manage our company's electronic document lifecycle. In this role, you will be responsible for the timely, accurate, and efficient preparation, management, storage, and distribution of our digital documents and records. You will serve as the gatekeeper of our document management system (DMS), ensuring all documentation meets company standards, compliance requirements, and is accessible to authorized personnel. The ideal candidate is a proactive problem-solver with exceptional technical skills and a rigorous approach to information management.
Key Responsibilities
Document Management & Control:
Manage the entire lifecycle of digital documents (creation, review, modification, issuance, distribution, storage, and obsolescence) within the electronic Document Management System (eDMS).
Ensure all documents are accurately named, numbered, formatted, and version-controlled according to company procedures.
Process incoming and outgoing documents and correspondence, logging them in the system and routing them for review and approval.
Maintain the document control register and master document list, ensuring it is always up-to-date.
Issue controlled copies of documents to authorized personnel and ensure obsolete documents are removed from circulation.
System Administration & Technical Support:
Act as the primary administrator and super-user for the company's chosen eDMS (e.g., SharePoint, Aconex, Documentum, Asite, etc.).
Configure and maintain user accounts, permissions, and access rights to ensure security and integrity of documents.
Troubleshoot basic user issues and provide training and support to staff on document control procedures and system use.
Assist in the implementation and continuous improvement of the digital document management system.
Quality, Compliance & Security:
Ensure all document control activities adhere to internal quality management systems (e.g., ISO 9001) and industry-specific regulatory standards.
Support internal and external audits by providing controlled documentation and records as requested.
Uphold strict confidentiality and data security protocols for sensitive and proprietary information.
Perform regular audits of the DMS to ensure data accuracy and compliance.
Collaboration & Communication:
Liaise with project managers, engineers, department heads, and external stakeholders to coordinate document flow and meet project deadlines.
Provide regular status reports on document review and approval cycles.
Foster a culture of compliance and best practices in document management across the organization.
Required Qualifications & Skills
Proven experience (typically 2+ years) as a Document Controller, preferably in a fully or primarily digital environment.
High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Information Management, or a related field is a plus.
Exceptional proficiency with major Document Management Systems (e.g., Microsoft SharePoint, OpenText, Aconex, Asite, ProjectWise, or similar).
Advanced skills in the Microsoft Office Suite (especially Word, Excel, and Outlook).
Impeccable attention to detail and unwavering commitment to accuracy.
Superior organizational and time management skills with the ability to prioritize tasks in a fast-paced environment.
Strong understanding of document control principles and lifecycle management.
Excellent verbal and written communication skills.
Ability to handle confidential information with discretion.
Preferred Qualifications
Experience in [mention your industry, e.g., construction, oil & gas, pharmaceuticals, legal].
Knowledge of relevant industry standards and regulations (e.g., ISO, GDPR, GxP, FDA).
Formal training or certification in document control or records management.
Experience with electronic signature software (e.g., DocuSign, Adobe Sign).