Document Controller

1. Document Processing and Management: Process, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed. Manage the lifecycle of documents, including creation, revisions, approval, distribution, and archiving, in alignment with project and company standards.

2. Quality Control and Compliance: Ensure all documents adhere to company policies, project requirements, and industry regulations. Regularly review and audit documentation processes and storage for compliance and efficiency.

3. Coordination and Communication: Act as a liaison between project teams, departments, and external partners to ensure smooth document flow and accessibility. Coordinate the distribution of documents to relevant parties, ensuring everyone has access to the latest versions and updates.

4. Data Integrity and Security: Maintain the integrity and confidentiality of project documents, implementing measures to prevent unauthorised access or alterations. Ensure proper version control of documents, keeping an accurate history of revisions and approvals.

5. Support and Training: Support project teams in using the document management system and adhering to document control procedures. Train and guide new team members on document management protocols.

6. Reporting and Archiving: Prepare and maintain reports on document status, distribution, and compliance for project management review. Oversee the archiving of documents, ensuring they are securely stored for future access and in compliance with legal and company requirements.

7. Reporting and Analysis: Generate comprehensive reports on document status, compliance, and performance metrics for senior management. Analyse document management processes for effectiveness and efficiency, recommending and implementing improvements. 

Click the link for the job description, responsibilities, and qualifications - PRJH09 - Document Controller.pdf

Responsibilities

• Document Processing: Receive, catalogue, and store documents in physical or digital formats, ensuring they are accessible and correctly filed according to the document control procedures.
• Data Management: Maintain records of all documents and revisions, including drawings, reports, and project correspondence, ensuring the most current and accurate versions are available.
• Distribution and Control: Facilitate the distribution of documents to project teams, clients, and stakeholders. Manage the process of document review and approvals, ensuring timely updates and distributions.
• Compliance: Ensure all project documentation complies with company policies, industry standards, and regulatory requirements.
• Collaboration: Work closely with project teams, including engineers, project managers, and other stakeholders, to ensure efficient document control support.
• Reporting: Generate reports on document status, compliance, and other metrics for project managers and senior management.

• Archiving: Assist in the archiving of project documents and records in accordance with legal and company requirements, ensuring they are securely stored and retrievable. 

   

Knowledge, Skills, and Experience

Essential

• Practical Experience in Document Control: Experience working (typically 2-5 years) in a document control role or information management role, preferably within engineering, construction, or a related technical field.
• Exposure to Project Environments: Experience or exposure to project environments and understanding how documentation supports the project lifecycle.
• Training and Certifications: Certifications or specialised training in document management systems or tools can be advantageous.
• Adaptability to Change: With technology and standards evolving, being adaptable and open to learning new systems and processes is valuable. 

Essential

• Some experience in document control, preferably within an engineering, construction, or technical environment.
• Familiarity with document control software and database systems.
• Strong organisational and time-management skills, with the ability to handle multiple tasks simultaneously.
• Attention to detail and commitment to accuracy.
• Excellent communication skills, both written and verbal.
• Proficient in MS Office applications and document management systems.

• Ability to work independently and as part of a team. 

   

Desirable

• A diploma or associate degree in Business Administration, Information Management.

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