Document Controller

Location: Downtown

Job Overview:

We are looking for a meticulous and organized Document Controller to manage and maintain all documentation, records, and files within the company. The Document Controller will be responsible for ensuring all documents are properly stored, filed, and accessible to the relevant stakeholders. The role requires close attention to detail, a strong understanding of document management systems, and the ability to maintain confidentiality and integrity in document handling.

Key Responsibilities:

• Document Management: Organize, track, and store both physical and electronic documents in a systematic and accessible manner.
• Version Control: Ensure that all document versions are controlled and up to date, and the latest versions are available for the relevant teams.
• Document Retrieval & Distribution: Facilitate quick retrieval and distribution of documents upon request by employees or external partners.
• Compliance: Ensure that all documents meet company standards and regulatory requirements for data protection and document retention.
• Audit Support: Assist in internal and external audits by ensuring that documents are properly filed and readily accessible.
• Collaboration: Work with different departments (e.g., Legal, Project Management, Engineering) to ensure documents are properly stored and updated according to project needs.
• Data Entry & Updating: Update and maintain accurate records within the document management system (DMS) and other tracking tools.
• Document Control Procedures: Establish and enforce document control procedures, including naming conventions, version control, and access control.
• File Security: Ensure the security and confidentiality of sensitive documents by applying appropriate access control and monitoring procedures.
• Reporting: Provide reports related to document control activities, including document status, pending approvals, and document retrieval requests.

Required Qualifications & Skills:

• Education: Bachelor’s degree or equivalent experience in a related field (business administration).
• Experience: 1+ years of experience in document control, records management, or a similar administrative role.
• Knowledge: Familiarity with document management software (e.g., SharePoint, Aconex, Procore, etc.) and industry-specific document control processes.
• Technical Skills: Proficient in MS Office Suite (Word, Excel, PowerPoint), and familiarity with document management systems (DMS).
• Attention to Detail: Strong ability to identify errors and inconsistencies in documents and maintain high levels of accuracy in file organization.
• Communication Skills: Excellent verbal and written communication skills, with the ability to work with various teams across different departments.
• Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Confidentiality: Ability to handle sensitive and confidential information with discretion and integrity.

Preferred Qualifications:

• Certification in document control or records management (e.g., ARMA, DRI).