Digital Document Controller
Digital Document Controller
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Job Description
Key Responsibilities:
- Document Management: Develop implement and maintain effective document control processes to ensure the systematic organization accessibility and secure storage of company documents. Responsibilities include indexing and categorizing documents for seamless retrieval establishing protocols for secure archiving and maintaining a centralized repository for efficient document management. Additionally monitor document workflows to ensure timely updates proper revisions and adherence to company policies while minimizing errors or redundancies in the process.
- Compliance: Ensure all documentation strictly adheres to applicable regulatory requirements industryspecific guidelines and organizational standards. This involves conducting regular audits to verify compliance identifying areas for improvement in document practices and implementing measures to align with evolving legal or regulatory changes. Safeguard sensitive data and documentation by establishing security protocols that meet or exceed industry benchmarks ensuring the integrity of information while upholding company values and credibility.
- Version Control: Implement and develop rigorous version control processes to ensure the accuracy consistency and security of all documents throughout their lifecycle. This includes establishing clear protocols for tracking document revisions assigning unique version identifiers and maintaining detailed revision histories for transparency and accountability accuracy consistency and the integrity of all revisions throughout the document lifecycle. Collaborate with IT teams and stakeholders to assess current systems identify areas for improvement and deploy cuttingedge document management solutions that align with organizational needs.
- Collaboration: Work closely with various departments to ensure document workflows align with organizational goals. Collaborate with teams to design implement and refine workflows that promote seamless integration efficiency and compliance across all functions. Regularly assess and adapt processes to accommodate evolving organizational goals while minimizing disruptions and ensuring consistent support for stakeholders.
- System Implementation: Take a proactive approach to reviewing and analyzing current document control systems identifying inefficiencies and areas for improvement and opportunities for optimization. Analyze workflows users experiences and organizational needs to determine requirements for new systems. Collaborate closely with IT teams project managers and relevant stakeholders to design and implement innovative document management solutions tailored to the organizations goals. Ensure rigorous testing of these systems to guarantee functionality scalability and seamless integration into existing processes. Provide training to staff equipping them with the knowledge and skills needed to effectively utilize the new systems. Offer ongoing support to teams by monitoring the systems performance troubleshooting issues as they arise and implementing optimizations to maximize functionality and efficiency.
- Reporting: Produce regular detailed reports that track and analyze the effectiveness of document control processes and the progress of system implementation initiatives. These reports should highlight key performance indicators (KPIs) such as document accessibility accuracy compliance rates and workflow efficiency. Summarize findings with actionable recommendations to optimize document control systems and streamline operations.
Qualifications :
- Proven experience in document control or related roles.
- Certification in project management or advance knowledge in construction
- Experience in document management systems and system implementation projects.
- Familiarity with ISO standards or other regulatory frameworks is a plus.
- Strong technical skills including proficiency in relevant software tools.
- Exceptional organizational analytical and problemsolving abilities.
- Effective communication and teamwork skills.
Preferred Skills:
- Knowledge of digital transformation strategies for document management.
- Proficiency with document management systems preferred is Omega 365
- Knowledge of database management and integration capabilities.
- Experience in customizing and configuring document control systems to meet organizational requirements.
- Understanding of system testing troubleshooting and optimization techniques
- Ability to ensure systems align with legal and regulatory guidelines for secure document management
- Competence in planning coordinating and executing system implementation projects.
- Capacity to troubleshoot technical issues promptly and optimize system performance
- Certification in project management or system implementation methodologies (e.g. PMP Agile etc..
Additional Information :
Our inspired people share our vision and mission. We provide a great place to work where each person has the opportunity and voice to affect change. We want our people to succeed both in work and life. To support this we promote a healthy productive and flexible working environment that respects worklife balance.
Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.
Turner & Townsend does not accept any speculative or unsolicited CVs that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list. Any speculative or unsolicited CVs will be treated as a direct application.
It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.
Please find out more about us at our social media conversations for more information about Turner & Townsend and our exciting future projects:
It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time.
Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal email accounts are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
