A Document Controller is responsible for managing and controlling all project documentation, ensuring accuracy, quality, and integrity. This role is vital for maintaining compliance, supporting decision-making processes, and facilitating seamless communication across teams.
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What is a Document Controller?
A Document Controller is a professional who oversees the entire lifecycle of documents within an organization or project, from creation and revision to distribution and archiving. They ensure that all documentation meets regulatory standards and internal policies, serving as a central point for document management. Their expertise helps prevent errors, reduce risks, and enhance operational efficiency by keeping information organized and accessible.
What does a Document Controller do?
Document Controllers manage document workflows, including receiving, tracking, and distributing documents while maintaining version control. They use specialized software to store and retrieve files, ensure proper approval processes are followed, and provide training on document management systems. Additionally, they prepare reports on document status, support audits, and collaborate with project teams to meet deadlines and compliance requirements.
Job Overview
The Document Controller will be responsible for managing, organizing, and maintaining all company documents while ensuring accuracy, quality, and integrity. This role involves handling sensitive information, implementing document control procedures, and ensuring compliance with industry standards and regulatory requirements. The ideal candidate will serve as the central point for document management and distribution across departments.
Document Controller responsibilities include:
1. Establish and maintain document management systems and procedures
2. Control company and project documentation including contracts, drawings, specifications, and reports
3. Manage document flow and distribution throughout the organization
4. Ensure all documents are properly numbered, filed, stored, and backed up
5. Maintain document revision control and version management
6. Process incoming and outgoing documentation with proper tracking
7. Conduct regular audits to ensure compliance with document control procedures
8. Provide document management support to project teams and departments
9. Train staff on document management processes and systems
10. Ensure compliance with ISO standards and other regulatory requirements
1. 3+ years of document control experience in corporate or project environments
2. Proficiency with document management systems (e.g., SharePoint, Aconex, Documentum)
3. Strong understanding of document control principles and procedures
4. Excellent organizational and file management skills
5. High attention to detail and accuracy in documentation
6. Proficient in Microsoft Office Suite (Word, Excel, Outlook)
7. Knowledge of ISO 9001 quality management standards
8. Ability to handle confidential and sensitive information
9. Strong communication and interpersonal skills
10. High school diploma or equivalent required
Preferred Qualifications
1. Associate's or Bachelor's degree in Business Administration or related field
2. Experience in construction, engineering, or manufacturing industries
3. Certification in document control or records management
4. Experience with electronic document management systems (EDMS)
5. Knowledge of project management methodologies
6. Familiarity with regulatory compliance requirements (OSHA, FDA, etc.)
7. Experience with metadata management and document tagging
8. Previous role in quality assurance or compliance environment
Bonus Skills
1. Advanced SharePoint administration skills
2. Experience with cloud-based document management solutions
3. Knowledge of digital transformation and automation tools
4. Bilingual capabilities (Spanish/English)
5. Experience with workflow automation software
6. Understanding of data privacy regulations (GDPR, CCPA)
7. Technical writing or editing experience
8. Project management certification (PMP, CAPM)
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