- Maintain accurate and organized records of all company documentation to ensure data integrity and accessibility
- Ensure seamless document flow across departments to facilitate efficient project completion and organizational operations
- Establish and maintain document control systems that support regulatory compliance and quality standards
- Safeguard sensitive and confidential information through proper access controls and security protocols
- Support project teams by providing timely access to critical documentation and maintaining version control
- Facilitate transparent and traceable documentation processes that support audits and quality reviews
- Optimize document management workflows to improve organizational efficiency and reduce retrieval time
Objectives
Responsibilities
- Copy, scan, and store documents in both physical and digital formats following established procedures
- Control issuance of document numbers and maintain proper document registers
- Review and verify documents for accuracy, compliance, and adherence to formatting standards
- Log and track all incoming and outgoing documents using document management systems
- Distribute documents to appropriate personnel, subcontractors, and suppliers according to distribution matrices
- Retrieve files and documentation for employees, clients, and project teams as requested
- Maintain version control and ensure only the latest approved documents are accessible
- Prepare and update document progress reports and status tracking for senior management
- Conduct regular document audits to ensure completeness and accuracy
- Create and maintain templates for future document use
- Archive and dispose of documents according to retention policies and legal requirements
- Coordinate with various departments to collect, organize, and file project-related documentation
- Upload and download documentation from client systems and electronic document management systems
- Prepare drawing issue sheets and returned drawing submittal sheets for formal document submissions
- Perform file backups to ensure proper storage and archiving of electronic registers
- Manage office stationary stocks and maintain custodianship of controlled documents
Required Skills & Qualifications
- Bachelor's degree in Business Administration, Information Management, Computer Science, or related field
- Minimum of 2-3 years of experience in document control, records management, or archive management
- Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook
- Knowledge of Electronic Document Management Systems (EDMS) such as SharePoint, OnlyOffice, or DocuWare Cloud
- Strong organizational and data management skills with attention to detail
- Excellent typing and report writing abilities
- Ability to work independently and as part of a team
- Strong communication skills for liaising with multiple departments and external parties
- Understanding of document control procedures and regulatory compliance requirements
- Ability to maintain confidentiality around sensitive information
- Time management skills with ability to meet deadlines and handle multiple tasks
Preferred Skills & Qualifications
- Higher National Diploma (HND) or Higher National Certificate (HNC) in relevant field
- Experience with document capturing systems like CAPSYS Capture and Xerox DocuShare
- Familiarity with document management software such as SmartSolve, ASITE, BIW, or 4projects
- Knowledge of AutoCAD or ability to work with technical drawings and blueprints
- Previous experience in construction, engineering, healthcare, or manufacturing industries
- Understanding of Quality Management Systems (QMS) including CAPA, deviation, and change control
- Experience with vendor registration and management
- Knowledge of project management principles and workflows
- Familiarity with ISO standards and regulatory document requirements
- Critical thinking and problem-solving skills including Lean Six Sigma knowledge
- Construction Skills Certification Scheme (CSCS) card for construction site work
- Ability to train and supervise document specialists or administrative staff
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What Does a Document Controller Do?
A Document Controller manages, organizes, and maintains company documentation to ensure accuracy, accessibility, and regulatory compliance across the organization. They efficiently handle the intake, processing, storage, and retrieval of both electronic and physical documents, maintaining comprehensive records that support seamless business operations.
Organizations need Document Controllers to maintain the integrity of critical records and ensure that accurate information flows efficiently to the right people at the right time. Document Controllers work across departments including human resources, project management, quality assurance, and operations, serving as the central hub for documentation needs. They facilitate collaboration by ensuring all team members have access to the most current and approved versions of documents.
Document Controllers need strong organizational abilities, technical proficiency in document management systems, and meticulous attention to detail. They must understand regulatory compliance requirements, possess excellent communication skills for cross-departmental coordination, and demonstrate the ability to implement and maintain systematic document control processes that support organizational efficiency and audit readiness.
What Are the Responsibilities of a Document Controller?
The responsibilities of a Document Controller are to systematically manage the complete lifecycle of organizational documents from creation through archiving and disposal.
Document Controller duties include controlling document numbering systems, scanning and uploading files, verifying document accuracy and compliance, maintaining version control, and distributing documentation according to established matrices. They also prepare status reports, conduct regular audits, coordinate with multiple departments for document collection, and ensure secure storage and retrieval of both confidential and general business records.
These responsibilities directly connect to hiring success, as asking relevant interview questions about document management experience, system proficiency, and attention to detail helps identify candidates who can effectively maintain organized, compliant, and accessible documentation systems that support your organization's operational needs.
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