Job Description

Job Summary:
The Document Controller is responsible for managing, organizing, and maintaining company documents while ensuring accuracy, quality, and integrity. This role involves handling both electronic and hard copy documents, ensuring proper version control, and facilitating efficient document retrieval and distribution. The Document Controller works closely with various departments to ensure compliance with company policies and industry standards.
Key Responsibilities: * Document Management:

• Maintain and organize electronic and physical document filing systems.
• Ensure all documents are properly labeled, cataloged, and stored for easy retrieval.
• Control document access and permissions to maintain confidentiality.
• Version Control & Quality Assurance:

• Track document revisions and updates to ensure the latest versions are available.
• Verify document accuracy, completeness, and compliance with company standards.
• Implement and enforce document control procedures and policies.
• Distribution & Retrieval:

• Distribute documents to relevant departments, teams, or external stakeholders as required.
• Assist employees and stakeholders in locating and accessing necessary documents.
• Manage document workflows and approvals.
• Compliance & Security:

• Ensure compliance with regulatory requirements (e.g., ISO, GDPR, industry-specific standards).
• Maintain document security and confidentiality, including handling sensitive information.
• Support audits by providing accurate and organized documentation.
• Digital Systems & Tools:

• Use document management software (e.g., SharePoint, Aconex, Documentum, or similar).
• Scan, upload, and archive documents in digital formats.
• Train staff on document control procedures and software usage when necessary.
• Administrative Support:

• Assist in preparing reports, logs, and registers related to document control.
• Coordinate with project teams, contractors, and clients for document submissions.
• Maintain records of document transmittals and receipts.