CONTROLLER, DOCUMENT

Job Purpose

The Document Controller is responsible for managing and maintaining all project documentation, ensuring that it is organized, accurate, up-to-date, and easily accessible to the project team. This role involves coordinating the flow of documents, managing document storage, and ensuring that all documents comply with company standards and legal requirements. The Document Controller plays a critical role in ensuring that project information is accurately recorded and efficiently managed throughout the project lifecycle.The Document Controller is responsible for managing and maintaining all project documentation, ensuring that it is organized, accurate, up-to-date, and easily accessible to the project team. This role involves coordinating the flow of documents, managing document storage, and ensuring that all documents comply with company standards and legal requirements. The Document Controller plays a critical role in ensuring that project information is accurately recorded and efficiently managed throughout the project lifecycle.

Key Accountability Areas

Document Management:

• Develop and implement document control procedures to manage the storage, retrieval, and distribution of project documentation.
• Receive, review, and file all incoming project documents, ensuring they are appropriately categorized and stored.
• Ensure that all project documents, including drawings, specifications, contracts, reports, and correspondence, are accurately recorded and maintained in both physical and electronic formats.

Document Control:

• Assign document numbers and manage document control registers, ensuring that all documents are correctly referenced and tracked.
• Monitor document revisions and ensure that only the latest versions are available to the project team.
• Ensure that all documents are reviewed and approved by the appropriate personnel before being issued or distributed.

Distribution and Access:

• Manage the distribution of documents to relevant stakeholders, ensuring that the right people receive the right information at the right time.
• Maintain access controls to project documentation, ensuring that only authorized personnel have access to specific documents.
• Provide training and support to team members on document control procedures and the use of document management systems.

Compliance and Standards:

• Ensure that all documents comply with company policies, industry standards, and legal requirements.
• Conduct regular audits of document control processes and systems to ensure compliance and identify areas for improvement.
• Work with project managers and other team members to ensure that documentation meets project requirements and deadlines.

Archiving and Retrieval:

• Manage the archiving of project documents at the end of the project, ensuring that all records are stored securely and can be easily retrieved in the future.

Role Accountability

• Education: High school diploma or equivalent; an associate’s or bachelor’s degree in business administration, information management, or a related field is advantageous.
• Experience: Typically requires 5 years of experience in document control, records management, or a related role, preferably in a construction, engineering, or manufacturing environment.
• Technical Skills: Proficiency in document management systems (e.g., Aconex, SharePoint, Documentum) and strong skills in Microsoft Office (Word, Excel, Outlook). Familiarity with project management software is a plus.
• Attention to Detail: High level of accuracy and attention to detail, particularly in document tracking and record-keeping.
• Organizational Skills: Strong organizational and time management abilities, with the capacity to manage multiple tasks and deadlines simultaneously.
• Communication Skills: Excellent verbal and written communication skills, with the ability to effectively interact with team members at all levels.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to identify and resolve document control issues.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

Academic Qualification

Technical / Functional Competencies