Document Controller

Position Overview

We are seeking a highly organized and detail-oriented Document Controller to join our team. In this critical role, you will be responsible for managing, maintaining, and ensuring the integrity of all departmental documentation across the organization. Your expertise in document control systems will be essential in upholding compliance with company policies, industry regulations, and quality standards. This position requires a proactive approach to tracking, distributing, and archiving documents while maintaining meticulous version control and audit trails.

Key Responsibilities

• Document Registration and Distribution: Accurately register, track, and distribute all departmental documents, including drawings, specifications, correspondence, reports, and other critical records. Ensure timely delivery to the appropriate stakeholders while maintaining confidentiality and security.
• Version Control and System Management: Oversee and maintain the organization’s Electronic Document Management System (EDMS) or equivalent platform. Implement and enforce robust version control protocols to prevent discrepancies, ensure traceability, and facilitate seamless collaboration across teams.
• Review and Approval Cycle Monitoring: Monitor document review and approval cycles with precision. Proactively follow up on pending actions, deadlines, and outstanding tasks to ensure timely completion and adherence to established workflows.
• Register Maintenance and Audit Trails: Maintain comprehensive registers, transmittals, and audit trails to provide a clear and auditable history of document interactions. This includes logging changes, approvals, and distribution details for compliance and accountability purposes.
• Support for Audits and Compliance: Assist in internal and external audits by providing accurate documentation, records, and evidence of compliance with quality management systems, regulatory requirements, and confidentiality protocols. Identify and address any gaps to mitigate risks and ensure continuous improvement.

Qualifications and Experience

To excel in this role, you must possess a blend of formal education and practical experience in document control. The ideal candidate will meet the following criteria:

• A Diploma in a relevant field, such as Business Administration, Information Management, or a related discipline.
• A certified Document Controller qualification from a recognized training institute or equivalent practical certification, demonstrating your expertise in document control methodologies and best practices.
• At least five years of hands-on experience as a Document Controller within a departmental setting, with a proven track record of managing complex documentation systems and ensuring compliance with organizational standards.

If you are a meticulous professional with a passion for organization, accuracy, and process improvement, we invite you to apply for this pivotal role in our team.