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Document Controller job description

A Document Controller is a professional who maintains organized and updated documents for a business using document management software, uploading or scanning paper documents, obtaining documents, and ensuring proper and secure storage.

Document Controller responsibilities include:

  • Copying, scanning and storing documents
  • Checking for accuracy and editing files, like contracts
  • Reviewing and updating technical documents (e.g. manuals and workflows)

Document Controller job description

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 and skills

  • 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

Frequently asked questions

What does a Document Controller do?

A Document Controller ensures that all organizational documentation, including but not limited to cash flow statements and tax returns, is safely stored. They also write reports about the company's health in order to ensure seamless access across departments.

What are the duties and responsibilities of a Document Controller?

A Document Controller is responsible for all documents in a business. Daily they will scan and upload paper documents and organize them on a secure server. They access specific files when requested by different departments as well as control the flow of documents in and out of the department. They are responsible for the security and accuracy of documents from completion to secure disposal.

What makes a good Document Controller?

A good Document Controller has excellent organization skills, which is a necessity in this position due to the amount of information that comes in on a daily basis. They should also be very familiar with various document management systems such as Sharepoint, DocuWare Cloud, and Rubex. Fast typing skills are also important, along with attention to detail.

Who does a Document Controller work with?

A Document Controller can work with many different departments that require a large number of documents stored or processed, such as Human Resources or Accounting. In a corporate setting, they typically report to the HR Manager, or in a construction setting, they can report to the Project Manager or Construction Manager.

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