Document Controller

Roles and responsibilities

1. Document Management and Organization

• Document Filing: Organize and maintain both physical and electronic files, ensuring documents are appropriately filed, cataloged, and easily retrievable.
• Document Registration: Register and track all incoming and outgoing documents, ensuring that all records are logged and stored systematically.
• Version Control: Manage document revisions, ensuring that only the most current and approved versions of documents are being used, while older versions are archived or discarded appropriately.

2. Document Distribution and Access Control

• Document Distribution: Ensure that relevant stakeholders have access to the appropriate documents by distributing them to internal teams, clients, contractors, and other stakeholders.
• Access Control: Monitor and control access to sensitive or confidential documents, ensuring compliance with internal security protocols and data protection regulations.
• Document Retrieval: Provide efficient retrieval of documents upon request and ensure that they are accessible in both digital and physical formats when needed.

3. Compliance and Standardization

• Document Compliance: Ensure that all documents meet regulatory, legal, and organizational standards. This includes checking for proper formatting, approval signatures, and compliance with project or organizational procedures.
• Document Standardization: Implement and maintain document control procedures to ensure consistency and accuracy across all documents, including templates, numbering systems, and naming conventions.

4. Collaboration and Coordination

• Cross-Department Coordination: Work with various departments and project teams to ensure that documents are shared and coordinated across departments. This may include coordinating with project managers, engineers, architects, legal teams, and other key stakeholders.
• Stakeholder Communication: Communicate with clients, contractors, vendors, and other external partners regarding document submission, distribution, and approval processes.

5. Document Archiving and Retrieval

• Archiving: Maintain an organized archive of completed or inactive documents, ensuring they are stored securely and in compliance with regulatory requirements.
• Long-Term Storage: Implement systems for the safe long-term storage of documents, ensuring that they are protected from damage, loss, or unauthorized access.
• Document Retrieval Systems: Develop and maintain systems for easy and efficient retrieval of archived documents, ensuring that older records can be accessed when needed.

6. Audit and Reporting

• Audit Support: Support internal and external audits by providing requested documents in a timely manner and ensuring that records are up-to-date and accurate.
• Document Tracking: Track document progress, approvals, and revisions to ensure accountability and transparency. Provide regular reports on document statuses and updates.

Desired candidate profile

05 Years of Experience in Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence
Attention to Detail: Strong attention to detail and organizational skills to ensure accurate document management and minimize errors.
Time Management: Ability to manage multiple tasks simultaneously, prioritize workload, and meet deadlines.
Communication Skills: Excellent verbal and written communication skills for coordinating with team members, stakeholders, and clients regarding documents and their status.
Problem-Solving: Ability to quickly identify and resolve issues related to document discrepancies or delays in the document control process.
Organizational Skills: High level of organizational ability to manage large sets of documents and records effectively.
Document Archiving and Retrieval
Archiving: Maintain an organized archive of completed or inactive documents, ensuring they are stored securely and in compliance with regulatory requirements.
Long-Term Storage: Implement systems for the safe long-term storage of documents, ensuring that they are protected from damage, loss, or unauthorized access.
Document Retrieval Systems: Develop and maintain systems for easy and efficient retrieval of archived documents, ensuring that older records can be accessed when needed.
Audit and Reporting
Audit Support: Support internal and external audits by providing requested documents in a timely manner and ensuring that records are up-to-date and accurate.
Document Tracking: Track document progress, approvals, and revisions to ensure accountability and transparency. Provide regular reports on document statuses and updates.