Document Controller

Key Responsibilities:

• Maintain and update all company documents, including contracts, reports, technical documents, project files, and correspondence.
• Ensure all documents are stored properly, both electronically and physically, and are easily retrievable.
• Develop and implement document control procedures to ensure efficient management of files, and compliance with company standards.
• Track and ensure the version control of all documents to prevent discrepancies and ensure the latest version is always accessible.
• Distribute documents to relevant internal and external stakeholders as required, ensuring the timely release of updated or approved materials.
• Coordinate document submissions with clients, suppliers, and contractors.
• Maintain a proper record of document receipts and distribution.
• Oversee the archiving process of older documents and ensure proper retention periods are followed.
• Maintain an organized filing system, both digital and physical, ensuring easy access for authorized personnel.
• Work closely with various departments to ensure that all documentation related to projects, contracts, and company operations is managed efficiently.
• Serve as a point of contact for document-related inquiries and provide support to employees and teams in accessing or filing documents.
• Ensure all documents are handled with the highest level of security and confidentiality.
• Implement security protocols to protect sensitive documents and ensure that access is restricted to authorized personnel only.
• Safeguard confidential information, particularly legal and financial documents.

Skills & Qualifications:

• Education:
• High school diploma or equivalent. A degree or certification in document management, business administration, or a related field is a plus.
• Experience:
• Minimum of 5-8 years of experience in document control, administrative, or records management roles.
• Experience in using document management systems (DMS) and familiarity with document control software (e.g., SharePoint, Procore, Aconex).
• Experience in a regulated industry (e.g., construction, engineering, healthcare) is an advantage.
• Skills:
• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage time effectively.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and document management tools.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving skills and a proactive approach to identifying and resolving document control issues.