"Document Controller"

KEY RESPONSIBILITIES:

oEstablish and maintain a robust document control system for all incoming and outgoing documents.

oEnsure documents are categorized, filed, and stored according to company protocols and industry standards.

oMonitor document distribution and retrieval processes.

oTrack document changes and maintain a comprehensive document revision history.

oEnsure compliance with company policies and regulatory requirements.

oConduct regular audits to verify document accuracy and integrity.

oAssist project teams and staff in understanding and using the document control system.

oProvide training on document management practices and tools.

oCoordinate with various departments to manage document workflows and approvals.

oCommunicate effectively with internal and external stakeholders regarding document status and requirements.

oUtilize document management software to maintain document control processes.

oStay updated with new document control technologies and recommend improvements.

oMaintain an organized and secure document archive.

oEnsure proper disposal of obsolete documents in line with retention policies.

QUALIFICATION:

Bachelor's degree in Business Administration, Information Management, or a related field.

Proven experience as a Document Controller or similar role.

Proficiency in document management software and MS Office Suite.

Excellent organizational and multitasking skills.

Strong attention to detail and problem-solving abilities.

EXPERIENCE:

3-4 years of experience in a large construction firm

Skills and Competencies:

Proficiency in document management systems (e.g., SharePoint, Aconex, EDMS).

Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).

Ability to analyze document workflows and identify areas for improvement.

Excellent problem-solving capabilities for managing document-related issues.

Superior organizational and time management skills.

Ability to handle large volumes of documents and ensure accurate categorization and storage.

Strong written and verbal communication skills.

Ability to communicate effectively with team members and external stakeholders.

Keen attention to detail to ensure document accuracy and compliance.

Vigilance in tracking document revisions and maintaining records.

Must have a meticulous eye for detail to manage document accuracy and compliance.

High level of confidentiality and ethical standards in handling sensitive information.

Collaborative and able to work well with various departments and team members.

Physical Requirements:

• Ability to sit for extended periods and perform repetitive tasks.
• May require occasional lifting of files and documentation.

Tools and Equipment:

• Familiarity with various document management software and office equipment.

Experience with electronic filing systems and scanners.