Document Controller

Roles and responsibilities

JASARA PMC is looking for a dedicated Document Controller to join our dynamic team. In this role, you will be responsible for managing the flow of documents throughout the project lifecycle, ensuring accuracy, quality, and compliance with company standards. Key responsibilities include organizing and maintaining document control systems, filing, archiving, and distributing documents, as well as collaborating with project teams to ensure that all project documentation is up-to-date and accessible. The ideal candidate will have excellent attention to detail, strong organizational skills, and previous experience in document control.

Requirements

Proven experience as a Document Controller or in a similar role
Familiarity with document management systems and workflow
Strong organizational and time-management skills
Attention to detail and accuracy in work
Excellent communication and interpersonal skills
Proficient in Microsoft Office Suite and document control software
Ability to manage sensitive information with confidentiality
Bachelor's degree in a relevant field is preferred
Document Management
Document Classification: Ensure all documents are properly classified, indexed, and stored (physical or digital) according to the organization's document management system (DMS).
Version Control: Maintain and update the versions of documents to ensure the correct version is always in use. This includes archiving old versions while keeping track of the latest revisions.
Document Distribution: Distribute documents to relevant stakeholders, team members, or clients, ensuring that everyone has the right information at the right time.
Document Retrieval: Retrieve documents as required, ensuring that requests are fulfilled efficiently and accurately.
Document Filing: Ensure that documents are properly filed and stored, either in physical storage or digital systems, so that they can be easily accessed when needed.
2. Compliance and Standards
Adherence to Regulatory Requirements: Ensure that all documents comply with industry-specific standards, legal regulations, and internal policies.
Audit and Review: Regularly audit documents to ensure compliance with company procedures and standards. This includes ensuring that documentation is current, accurate, and complete.
Security Management: Safeguard confidential or sensitive documents, ensuring access is granted only to authorized personnel and that sensitive information is protected from unauthorized use or distribution.

Desired candidate profile

Coordination and Communication
Liaison Role: Act as the point of contact between different departments, clients, or project teams to ensure the proper flow of documents and information.
Document Review Coordination: Coordinate the review process of documents among relevant stakeholders and ensure timely feedback and revisions.
Training and Support: Provide training to staff on document management systems, procedures, and best practices for maintaining accurate and organized records.
Document Control Systems
System Maintenance: Ensure that document control systems (whether physical or digital) are up-to-date and functioning correctly.
Data Entry: Accurately input data into document management software or systems.
Document Templates: Create and maintain document templates that standardize documentation across the organization.
Tracking and Reporting
Document Tracking: Track the status of documents through their lifecycle, from creation to review, approval, and archiving.
Reporting: Generate reports on document status, document revisions, and audit results as needed by management or stakeholders.
Inventory Control: Monitor and manage the quantity and condition of physical documents in storage.
Project-Specific Duties (if applicable)
Document Control for Projects: Manage and track project-specific documents, ensuring all project documentation, such as contracts, reports, and specifications, is correctly stored and accessible.
Stakeholder Interaction: Ensure that all project team members have the correct documentation and that documents are submitted in a timely manner.
Document Close-out: Ensure that all project documentation is completed, finalized, and properly archived at the end of a project.