Document Controller - Roles & ResponsibilitiesPosition Overview:The Document Controller is responsible for managing, organizing, and maintaining all company documents, ensuring accuracy, accessibility, and compliance with regulatory requirements. This role involves coordinating the flow of documentation across departments, implementing proper filing systems, and ensuring that all records are securely stored and easily retrievable.Key Responsibilities:Document Management:Develop and implement an efficient document management system, ensuring all company documents are filed, organized, and easily accessible.Maintain both physical and digital document filing systems in accordance with company policies.Monitor and track document status and updates, ensuring that revisions are recorded and filed correctly.Ensure proper categorization of documents (contracts, reports, proposals, specifications, drawings, etc.).Perform regular audits of document files to ensure all records are properly maintained.Document Control Procedures:Establish and enforce document control processes, including document creation, revisions, approvals, and distribution.Ensure compliance with industry-specific regulations and standards (e.g., ISO, GDPR, etc.).Maintain accurate records of document revisions, approvals, and distribution logs.Monitor document version control to avoid discrepancies or duplication.Develop and update document control procedures as required.Coordination & Distribution:Distribute documents to relevant stakeholders, ensuring that the correct versions are delivered in a timely manner.Liaise with different departments to ensure proper document handling and delivery.Coordinate the review and approval process for documents, ensuring that all necessary parties are informed and involved.Organize meetings for document-related discussions, including revisions, approvals, and feedback.Document Security & Compliance:Ensure that sensitive documents are protected and comply with confidentiality agreements.Manage access to documents by setting user permissions and ensuring that only authorized personnel can access certain documents.Ensure documents are retained or archived according to company policies and legal requirements.Maintain disaster recovery protocols for critical documents, ensuring backups are available in case of loss or damage.Digital Document Management:Utilize document management software and tools to track, store, and retrieve documents efficiently.Implement cloud-based or electronic filing systems for easier access and improved collaboration.Provide training and support to staff on document management systems, ensuring all employees are knowledgeable about the processes and tools.Reporting & Documentation Tracking:Track and report on the status of documents, ensuring deadlines are met and documents are not overlooked.Generate reports on document management activities, such as document flow, access logs, and audit trails.Monitor document submission timelines and follow up on overdue or pending documents.Collaboration & Support:Provide document control support for project teams, ensuring that all project-related documents are appropriately stored, versioned, and updated.Support senior management in the preparation of documents for internal and external audits.Work closely with project managers, engineers, and other departments to ensure that all technical documents are correctly handled and stored.Miscellaneous:Assist in the preparation of documentation for legal, regulatory, and compliance audits.Support in the implementation of improvements to document management practices.Maintain a log of all document-related requests and actions for future reference.Skills & Qualifications:Proven experience as a Document Controller or in a similar role.Strong knowledge of document management systems and software (e.g., SharePoint, Aconex, Procore, or similar).Familiarity with industry-specific regulations (e.g., ISO 9001, construction documentation standards).Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.Strong attention to detail and a commitment to maintaining document accuracy.Ability to work independently as well as part of a team.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).Excellent communication skills (both written and verbal).Knowledge of electronic document management tools and digital filing systems.Job Types: Full-time, PermanentBenefits:Bike to work schemeCompany pensionEmployee assistance programFlexitimeGym membershipSick payWellness programWork Location: In person