Document Controller

Job Title: Document Controller

Job Overview:

We are looking for an organized and detail-oriented Document Controller to manage and maintain the documentation process within our organization. The ideal candidate will be responsible for organizing, storing, and managing all company documents in a structured and accessible manner. This role requires excellent attention to detail, strong organizational skills, and a good understanding of document management software and systems.

Responsibilities:

• Document Management: Maintain, organize, and catalog all company documents, ensuring they are easy to access, track, and retrieve when needed.
• Version Control: Ensure that all documents are up-to-date and track changes to documents, including version control, to avoid duplication or loss of critical information.
• Document Archiving: Implement efficient document storage and archiving procedures, both digital and physical, to comply with company and regulatory standards.
• Ensure Compliance: Ensure that all documents comply with internal policies and regulatory requirements regarding document retention and access.
• Review and Approve Documents: Check that all documents, reports, and records are properly formatted, signed, and authorized before filing.
• Access Control: Manage access to sensitive or confidential documents and ensure that only authorized personnel can view or alter these records.
• Coordination and Communication: Work closely with various departments to ensure timely and accurate submission and processing of documents, and provide support when needed.
• Audit Support: Assist with internal and external audits by providing required documentation in a timely manner and ensuring the integrity of records.
• Document Retrieval: Respond promptly to requests for documents or information from staff or external parties, providing accurate and complete information.
• Data Entry and Reporting: Regularly update document management systems with new or revised documents and provide reports on document status, volume, and compliance.
• Continuous Improvement: Recommend and implement improvements to the document control processes and systems to increase efficiency and accuracy.

Qualifications:

• Experience: Proven experience in document control, administrative support, or a related field.
• Organization: Strong organizational skills with the ability to manage and prioritize multiple tasks effectively.
• Attention to Detail: High level of accuracy and attention to detail in organizing and managing documents.
• Technical Skills: Proficiency with document management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Communication Skills: Excellent written and verbal communication skills to collaborate with team members and departments.
• Confidentiality: Ability to handle confidential information with discretion and professionalism.
• Problem-Solving: Ability to identify issues in document management systems and implement solutions.
• Time Management: Ability to work under pressure and meet deadlines in a fast-paced environment.
• Knowledge of Standards: Familiarity with industry standards and best practices for document control and record-keeping is a plus.

Preferred Skills:

• Experience with specific document control software (e.g., SharePoint, Procore, Aconex).
• Certification in Document Control or Records Management (e.g., CDIA+).
• Knowledge of regulatory requirements related to document retention (e.g., ISO, HIPAA).

Benefits:

• Competitive salary.
• Health and dental benefits (if applicable).
• Paid time off and holidays.
• Opportunities for career advancement and training.
• Supportive and collaborative work environment.