Document Controller

Job Description

Roles & Responsibilities

Essential Duties and Responsibilities:

The Document Controller is responsible for managing and controlling project documents, ensuring that all documentation is accurate, properly filed, and accessible to relevant stakeholders. This role involves implementing document management procedures and maintaining the integrity of project documentation throughout its lifecycle.

Document Management

• Receive, review, and register incoming documents, ensuring they are accurate and complete.

• Maintain and organize project documentation in accordance with company standards and regulatory requirements.

• Create and maintain a comprehensive document control system for easy retrieval and reference.

Document Distribution

• Distribute documents to relevant stakeholders and ensure that the most current versions are available.

• Manage document circulation, approvals, and revisions, tracking the status of documents throughout the process.

• Coordinate with project teams to ensure timely submissions and responses regarding documents.

Quality Control

• Conduct regular audits of project documentation to ensure compliance with quality standards and procedures.

• Identify discrepancies or issues in documentation and work with teams to resolve them promptly.

• Ensure all documentation is maintained in a secure and confidential manner.

Reporting

• Prepare and maintain reports on document status, including pending, approved, and rejected documents.

• Provide documentation metrics and analysis to project management for decision-making.

• Assist in the preparation of project closeout documentation and final reports.

Training and Support

• Train team members on document control procedures and the use of document management systems.

• Act as a point of contact for document-related inquiries and provide support to team members as needed.

• Continuously improve document control processes and implement best practices.

Desired Candidate Profile

Education and/or Work Experience Requirements:

· Education: Bachelor’s degree in Business Administration, Management, or a related field; relevant certifications in document control preferred.

Experience: Minimum of 3 years of experience in document control or administration, preferably in a project-based environment.

Person Specifications:

· Attention to Detail: Strong attention to detail to ensure accuracy and completeness of documents.

· Organizational Skills: Excellent organizational skills to manage multiple documents and projects simultaneously.

· Technical Proficiency: Familiarity with document management software and systems; proficiency in Microsoft Office Suite.

· Communication: Strong verbal and written communication skills to interact effectively with team members and stakeholders.

· Problem-Solving: Ability to identify issues and develop solutions related to document control processes.

Industries:Defense & Space

Function: Others