Principal Document Controller

Roles and responsibilities

A Document Controller is responsible for managing, organizing, and maintaining a company's documents and records in a structured and efficient manner. This role is especially critical in industries like construction, engineering, and legal, where document control is essential to ensure compliance and accuracy. Below are the key skills and responsibilities for a Document Controller:

1. Document Management

• Organizing and maintaining both physical and electronic documents.
• Creating filing systems that are easy to navigate and ensuring that documents are properly indexed.
• Tracking revisions, ensuring version control, and maintaining a history of changes.
• Ensuring documents are easily accessible to authorized personnel.

2. Attention to Detail

• Ensuring that all documents are correctly formatted, complete, and error-free.
• Reviewing documents for completeness, accuracy, and compliance with standards.

3. Data Entry and Record Keeping

• Maintaining accurate and up-to-date databases and spreadsheets for document tracking.
• Ensuring the timely entry and filing of important documents.
• Archiving or safely disposing of outdated documents according to company policies.

4. Version Control

• Implementing and enforcing version control procedures to prevent the loss of important document updates.
• Keeping track of document revisions and ensuring that the most recent versions are being used.

5. Document Retrieval

• Ensuring that documents are easy to retrieve when needed.
• Establishing efficient search protocols to locate documents quickly in the system.

6. Compliance and Standards

• Ensuring that all documents comply with legal, regulatory, and industry standards.
• Understanding and implementing company policies for document management and retention.

7. Communication Skills

• Communicating effectively with other departments to ensure that documents are submitted, reviewed, and filed promptly.
• Liaising with external stakeholders, such as contractors or clients, to handle document requests or submissions.

8. Confidentiality and Security

• Safeguarding confidential information and ensuring that documents containing sensitive information are stored securely.
• Implementing security protocols to control access to sensitive or restricted documents.

9. Software Proficiency

• Expertise in document management software (such as SharePoint, Aconex, or Procore).
• Proficiency with file-sharing platforms and version control tools.
• Knowledge of Microsoft Office applications (Word, Excel, etc.) for document formatting and recordkeeping.

10. Time Management

• Managing multiple documents, projects, and deadlines simultaneously.
• Prioritizing document requests and ensuring timely completion of document-related tasks.

11. Problem-Solving

• Troubleshooting document control issues, such as lost files or incorrect document formats.
• Implementing solutions to improve document workflows and processes.

12. Project Management Support (Optional)

• Assisting in project document control, including organizing plans, reports, contracts, and drawings.
• Coordinating with project teams to ensure all documents are submitted and approved as part of the project lifecycle.

Desired candidate profile

• Document Management:
• Develop and maintain a comprehensive documentation system.
• Ensure all operational documents, manuals, procedures, and guidelines are current and properly archived.
• Coordinate the creation, review, and approval of documentation to ensure accuracy and completeness.
• Compliance and Auditing:
• Ensure all documentation complies with internal standards and external regulatory requirements.
• Prepare and assist with internal and external audits, ensuring documentation is available and meets required standards.
• Quality Control:
• Conduct regular reviews and audits of documentation to ensure consistency and accuracy.
• Implement and maintain document control procedures and policies.
• System Management:
• Maintain and manage document control software systems.
• Establish and maintain centralized and efficient filing system.
• Manage daily uploading and downloading of correspondence, drawings, transmittals and other documents.
• Update all project spreadsheets.
• Archive, copy, and scan all project documents as per policy.
• Convert drawings to various file formats and upload / file as required.
• Continuous Improvement:
• Identify areas for improvement in documentation processes and systems.
• Implement changes to enhance efficiency and accuracy of document control practices.