Document Controller

Roles and responsibilities

We are looking for a Document Controller to prepare, manage and file documents for our projects.

Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. To be successful in this role, you should have previous experience reviewing technical documents along with the ability to spot errors.

Ultimately, you’ll support our procedures maintaining transparent, up-to-date and easily traceable documents.

Responsibilities

• Copy, scan and store documents
• Check for accuracy and edit files, like contracts
• Review and update technical documents (e.g. manuals and workflows)
• Distribute project-related copies to internal teams
• File documents in physical and digital records
• Create templates for future use
• Retrieve files as requested by employees and clients
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive information and terms of the agreement
• Prepare ad-hoc reports on projects as needed
  

Requirements

• Proven work experience as a Document Controller or similar role
• Familiarity with project management
• Basic knowledge of labour and corporate law
• Hands-on experience with MS Office and MS Excel
• Knowledge of Electronic Document Management Systems (EDMS)
• Proficient typing and editing skills
• Data organization skills
• Attention to detail
• BSc degree in Project Management or relevant field

Desired candidate profile

A Document Controller is essential for managing and organizing documents within an organization, particularly in industries like construction, engineering, and manufacturing. Here are key skills needed for the role:

Organizational Skills

• Document Management: Ability to create, maintain, and archive documents efficiently.
• Attention to Detail: Ensuring accuracy and compliance with regulations and standards.

Technical Skills

• Software Proficiency: Familiarity with document management systems (DMS) and software like Microsoft Office, Adobe Acrobat, and project management tools.
• Data Entry: Competence in entering and retrieving data accurately.

Communication Skills

• Interpersonal Skills: Effectively interacting with team members and stakeholders.
• Written Communication: Clear and concise documentation and reporting.

Analytical Skills

• Problem-Solving: Identifying issues with document workflows and proposing solutions.
• Review and Quality Control: Assessing documents for completeness and compliance.

Time Management

• Prioritization: Managing multiple tasks and deadlines effectively.
• Workflow Coordination: Streamlining processes to enhance efficiency.

Knowledge of Standards

• Regulatory Compliance: Understanding relevant laws, regulations, and industry standards.