Document Controller

A Document Controller is responsible for managing and maintaining an organization's documents to ensure they are accurate, up-to-date, and easily accessible. This role is critical in industries such as construction, engineering, legal, and manufacturing, where proper documentation is essential for compliance, project tracking, and decision-making.

Key Responsibilities:
Document Management:
Organize, store, and retrieve documents, both physical and digital.
Ensure all documents are properly named, categorized, and indexed.
Version Control:
Maintain document version history to track updates and changes.
Prevent unauthorized alterations by implementing access controls.
Compliance:
Ensure documents meet industry standards, company policies, and regulatory requirements.
Conduct audits to confirm document accuracy and compliance.
Distribution:
Distribute documents to relevant stakeholders in a timely manner.
Track document reviews and approvals.
Record Keeping:
Archive old documents securely while ensuring retrieval capability.
Create and maintain logs of document activities and changes.
Coordination:
Liaise with project teams, management, and clients to provide necessary documentation.
Train employees on document management systems (DMS) and procedures.
Essential Skills:
Proficiency in document management systems (e.g., SharePoint, Aconex, EDMS).
Strong organizational and time-management skills.
Attention to detail and accuracy.
Knowledge of industry-specific regulations and standards.
Good communication skills for liaising with team members and stakeholders.
Ability to handle confidential information with discretion.