Document Controller

Roles and responsibilities

Under general supervision, performs various clerical and fundamental technical tasks in support of a project. Assignments require basic PC skills.

Specific Responsibilities

• Logs (either manually or electronically), copies, and distributes various project and /or engineering documents.
• Maintains established files for project document retention.
• Scans documents for electronic storage.
• May perform some clerical duties such as light typing, filing, answering phones, messenger service, etc.
• Assists in updating manuals and catalogs for assigned project.
• Logs (either manually or electronically) and routes interdisciplinary checks and supplier data.
• Becomes familiar with the requisition process for assigned project, including preparation and approval.
• Assists in project closeout activities, as needed. Packs boxes of records for shipment to client storage or construction site.
• Prepares packages for shipping offsite.
• Performs other responsibilities associated with this position as may be appropriate.
• Contributes as a team player who is deadline driven and works well with others.
  
  

Education/Experience

• High school diploma (or equivalent) and typically 4+ years of relevant work experience.
  
  

Skills/Competencies

• Requires a basic knowledge of general office practices, as well as a familiarity with MS Windows and related word processing, spreadsheet, and database software are required.
• Some assignments may require familiarity with an electronic document management system.
• An understanding of how to identify and handle drawings and other technical engineering documents is also required.
• Good written and oral communication skills are prerequisites.

Desired candidate profile

• Attention to Detail: Precision is critical for reviewing and managing documents to avoid errors and ensure compliance.

• Organizational Skills: The ability to categorize, store, and retrieve documents efficiently is vital for maintaining order in document management.

• Familiarity with Document Management Systems: Proficiency in software like SharePoint, DocuWare, or other content management systems is essential for tracking and managing documents.

• File Management: Understanding of filing systems, both physical and digital, to ensure documents are easy to access and secure.

• Communication Skills: Strong written and verbal communication skills are important for collaborating with team members and stakeholders.

• Time Management: The ability to prioritize tasks and meet deadlines, especially when managing multiple documents or projects.

• Problem-Solving Skills: Identifying issues in document workflows and implementing solutions to improve efficiency.

• Knowledge of Compliance and Regulations: Understanding industry-specific regulations related to document management, such as ISO standards.

• Technical Proficiency: Basic skills in software applications (like Microsoft Office) and familiarity with data entry and digital tools.

• Team Collaboration: The ability to work effectively with different teams and departments to ensure document accuracy and accessibility.