Document Controller Job Description Template
Use this Document Controller job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for a Document Controller to prepare, manage and file documents for our projects.
Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. To be successful in this role, you should have previous experience reviewing technical documents along with the ability to spot errors.
Ultimately, you’ll support our procedures maintaining transparent, up-to-date and easily traceable documents.
Responsibilities
- Copy, scan and store documents
- Check for accuracy and edit files, like contracts
- Review and update technical documents (e.g. manuals and workflows)
- Distribute project-related copies to internal teams
- File documents in physical and digital records
- Create templates for future use
- Retrieve files as requested by employees and clients
- Manage the flow of documentation within the organization
- Maintain confidentiality around sensitive information and terms of agreement
- Prepare ad-hoc reports on projects as needed
Requirements
- Proven work experience as a Document Controller or similar role
- Familiarity with project management
- Basic knowledge of labor and corporate law
- Hands-on experience with MS Office and MS Excel
- Knowledge of Electronic Document Management Systems (EDMS)
- Proficient typing and editing skills
- Data organization skills
- Attention to detail
- BSc degree in Project Management or relevant field
What does Document Controller do?
A Document Controller is responsible for the management and control of documents within an organization. On a day-to-day basis, their tasks may include:
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Document control: Ensuring that all company documents, including drawings, specifications, manuals, contracts, and correspondence, are properly organized, maintained, and up-to-date.
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Document management systems: Utilizing document management software or systems to manage and track documents, including creating and updating document registers, filing, indexing, and archiving.
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Document distribution: Coordinating the distribution of documents to relevant individuals or departments, both internally and externally, and ensuring proper version control.
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Document retrieval: Responding to requests for specific documents, retrieving and providing the requested information accurately and promptly.
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Document review and approval: Collaborating with relevant stakeholders to review and approve documents, ensuring compliance with established processes, standards, and procedures.
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Document revision and formatting: Assisting in the preparation, formatting, and revision of documents, including updating content, formatting, and incorporating changes as necessary.
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Document quality control: Conducting quality checks on documents to ensure accuracy, completeness, consistency, and compliance with the organization's standards and templates.
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Record keeping and archiving: Managing the storage, organization, and archiving of hard copies and electronic copies of documents for easy retrieval and compliance with record retention policies.
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Training and support: Providing support and training to employees on document control processes, systems, and best practices.
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Continuous improvement: Identifying opportunities for process improvements, streamlining document control procedures, and implementing best practices to enhance efficiency and effectiveness.
These tasks may vary depending on the organization's size, industry, and specific requirements.