Document Controller

Roles and responsibilities

• Responsible for the timely, accurate, and efficient preparation and management of documents.
• Control the numbering, sorting, filing, storing, and retrieving of electronic and hard copy documents produced by technical teams, projects, or departments.
• Create and manage document hierarchy and process systems.
• Take charge of all document identification, classification, and filing.
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence.
• Assist with communication during external audits.
• Adjust to company-enforced specifications and document control procedures.
• Train employees in the company’s-controlled document processes to ensure correct handling of documents from the ground up.
• Oversee the document through its entire lifecycle (inception to archival).
• Check and edit incoming documents and prepare for distribution.
• Create document filing and organizing systems that are both effective and efficient.
• Ensure proper organization and security of documents (paper and electronic).
• Log document requests and help retrieve documents as needed for employees.
• Make available, notify, and distribute documents to relevant recipients.
• Confirm delivery of documents to proper personnel.
• Collaborate and communicate with managers and project leaders.
  

What do I need to qualify for this job?

• Bachelor’s Degree in Business Management, Administration or any related field.
• Minimum 5 years of experience in Documents Management, preferably within Railway projects.
• Proficient in SharePoint, Project Wise, Aconex and/or other document management software and web-based tools.
• Highly skilled in in MS Office, MS Excel, MS Outlook, Adobe and PDF Exchange Editor
• Detail-oriented and meticulous work ethic.
• Extremely organized and efficient.
• Proven skill for creating and implementing controlled document processes.
• Strong oral and written communication skills.
• Fluency in both written and spoken English.
• Proclivity for catching errors and enacting appropriate changes.
• Excellent analytical ability.
• Expert in data organization.

Desired candidate profile

As a Document Controller, you’ll be responsible for managing, organizing, and controlling project documentation, ensuring that all documents are accurate, up-to-date, and easily accessible. Here are key skills and qualifications essential for this role:

1. Organizational Skills: Strong ability to maintain a structured filing system and manage multiple documents efficiently.

2. Attention to Detail: Meticulous in reviewing documents for accuracy and compliance with project specifications and standards.

3. Document Management Software Proficiency: Familiarity with document management systems (e.g., SharePoint, Aconex) and office software (e.g., Microsoft Office).

4. Version Control: Understanding of version control practices to track changes and maintain document integrity throughout the project lifecycle.

5. Communication Skills: Effective verbal and written communication to collaborate with team members and stakeholders regarding document requirements.

6. Process Improvement: Ability to identify inefficiencies in document control processes and recommend improvements.

7. Data Entry Skills: Proficiency in entering and updating information accurately and efficiently.

8. Compliance Knowledge: Awareness of relevant industry regulations and standards related to documentation.

9. Problem-Solving: Skills to address issues related to document retrieval, access, or organization.

10. Confidentiality Awareness: Understanding the importance of confidentiality and security in handling sensitive documents.

11. Team Collaboration: Ability to work well within a team and support other departments with their documentation needs.

12. Training Skills: Experience in training team members on document control processes and systems.