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Title
Text copied to clipboard!Document Controller
Description
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We are looking for a meticulous Document Controller to join our team and take charge of our document governance, ensuring that all our information is managed according to legal, regulatory, and operational requirements. The ideal candidate will be responsible for the efficient management and storage of essential documents, both in physical and digital formats. This role involves coordinating with different departments to ensure that documents are kept in the right location and are accessible to all internal services. You will also be tasked with updating databases, managing document access permissions, and ensuring that all documents are up to date and comply with current standards and regulations. The role demands a high level of attention to detail, excellent organizational skills, and the ability to manage multiple tasks simultaneously. With your expertise, you will play a crucial role in the smooth operation of our organization by ensuring that our document control system supports our business activities and project requirements effectively.
Responsibilities
Text copied to clipboard!- Implement and maintain document control processes and systems.
- Ensure all documentation meets formal requirements and required standards.
- Manage document distribution and control of information.
- Review, update, and maintain process documentation.
- Coordinate document control activities with project teams and departments.
- Ensure the secure storage, retrieval, and management of documents.
- Monitor document control metrics for reporting to management.
- Train staff on document control procedures and policies.
- Conduct regular audits to ensure compliance with document control procedures.
- Manage electronic document management systems.
- Ensure confidentiality and privacy of company documents.
- Assist in the development of document control strategies.
- Coordinate the submission and receipt of documents.
- Archive inactive records in accordance with the records retention schedule.
- Handle internal and external document requests.
- Ensure timely notification of document updates to relevant parties.
- Maintain a comprehensive database of all documents.
- Collaborate with IT staff to implement and maintain document management software and systems.
Requirements
Text copied to clipboard!- Bachelor's degree in Business Administration, Library Science, or related field.
- Proven experience in document or records management.
- Strong understanding of document control principles and practices.
- Experience with document management software.
- Excellent organizational and time-management skills.
- Attention to detail and accuracy.
- Strong communication and interpersonal skills.
- Ability to handle confidential information.
- Proficiency in MS Office and database systems.
- Knowledge of project management processes and terminology.
- Ability to work independently and with a team.
- Experience in auditing document control systems.
- Understanding of compliance and regulatory requirements.
- Ability to train staff on document control processes.
- Flexibility to adapt to changing priorities and deadlines.
- Strong problem-solving skills.
- Knowledge of ISO standards related to document control.
- Ability to manage multiple tasks simultaneously.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with document management systems?
- How do you ensure compliance with document control procedures?
- What strategies do you use to manage large volumes of documents?
- How do you handle confidential documents?
- Can you give an example of how you improved a document control process?
- How do you stay organized and manage your time when handling multiple tasks?
- What do you think are the biggest challenges in document control?
- How do you ensure that all team members have access to the latest documents?
- Can you describe your experience with electronic document management systems?
- What methods do you use to train staff on document control procedures?