Document Controller

Position Overview

We are seeking a meticulous and organized Document Controller to join our dynamic team. In this critical role, you will be responsible for establishing, maintaining, and optimizing document control systems, procedures, and workflows to ensure seamless project execution. Your expertise will be instrumental in managing the lifecycle of all project documents and correspondence, from receipt and registration to distribution, tracking, and archiving. This position requires a keen attention to detail, strong organizational skills, and the ability to collaborate effectively with cross-functional teams to uphold compliance and accuracy.

Key Responsibilities

• Document Control Systems Management: Develop, implement, and maintain robust document control systems, procedures, and workflows tailored to project requirements. Ensure these systems align with industry best practices and organizational standards.
• Document Lifecycle Management: Oversee the receipt, registration, distribution, and tracking of all project documents and correspondence. Implement version control measures to ensure the most current and accurate documents are accessible to stakeholders.
• Classification and Archiving: Establish and enforce document classification protocols to facilitate efficient retrieval and retrieval. Maintain secure and organized archiving systems to preserve the integrity and traceability of project documentation.
• Stakeholder Coordination: Act as a liaison between project teams, consultants, contractors, and other stakeholders to ensure timely submission, review, and approval of documents. Proactively follow up on pending submissions, approvals, and updates to minimize delays.
• Compliance and Quality Assurance: Monitor and enforce compliance with company policies, project-specific document control standards, and regulatory requirements. Conduct periodic audits to verify adherence to established protocols.
• Reporting and Documentation: Prepare and present regular reports on document status, submission metrics, and approval progress for review by senior management. Identify trends, risks, or bottlenecks and recommend corrective actions as needed.
• Confidentiality and Security: Safeguard the confidentiality, integrity, and security of all project documentation. Implement and maintain access controls, encryption, and other security measures to protect sensitive information from unauthorized disclosure or misuse.

Qualifications and Skills

To excel in this role, candidates must possess the following qualifications and competencies:

• Experience: A minimum of 3 to 6 years of hands-on experience in document control, preferably within a project-based environment in industries such as construction, engineering, oil and gas, or infrastructure.
• Education: A bachelor’s degree in a relevant discipline, such as Business Administration, Information Management, Library Science, or a closely related field. Equivalent professional experience may be considered in lieu of formal education.
• Certifications: Professional certifications in document control, such as Certified Document Controller (CDC), ISO 9001 (Document Management), or other recognized credentials, are highly desirable. These certifications validate your expertise and commitment to industry standards.
• Technical Proficiency: Proficiency in document management software, enterprise content management (ECM) systems, and Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with project management tools and collaboration platforms is a plus.
• Soft Skills: Exceptional organizational, communication, and interpersonal skills. The ability to work under pressure, manage multiple priorities, and maintain a high level of accuracy in a fast-paced environment is essential.

Why Join Us?

As a Document Controller, you will play a pivotal role in ensuring the smooth operation of our projects by maintaining the highest standards of document integrity and compliance. You will have the opportunity to work alongside industry professionals, contribute to the success of high-impact projects, and advance your career in a supportive and dynamic environment. If you are a detail-oriented professional with a passion for organization and process improvement, we invite you to apply and take the next step in your career journey.