Document Controller

Job Description

The Document Controller is a controller responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, handling, storing, tracking, and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments of Redpath USA Corporation and/or clients. The incumbent is responsible for the compliance with document lifecycle procedures and archives records in accordance with record retention policies and procedures.

The Document Controller will also receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via tracking logs. As RFI procedures are updated, the Document Controller creates new templates.

1. Manage and oversee documents for a particular project, site and/or for an entire organization.
2. Responsible for the handling intake, scanning, verification, control, retrieval, and storing of documents both electronically and in hard copy.
3. Update and maintain document management systems and physical records.
4. Assist project managers develop and maintain documents such as meeting minutes, drawings, specifications, approvals, and related items.
5. Responsible for training employees on records management procedures and policies, which include documentation, handling, retention, retrieval, destruction, and disaster recovery.
6. Ensure that proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.
7. Ensure the proper and accurate organization, filing, and archiving of all relevant documentation.
8. Checks and edits documents for accuracy and compliance.
9. Controls the flow of documents in and out of the department, project, site etc., as assigned. 10. Assist with file migrations and audits, and perform administrative tasks as needed. 11. Retrieves files for other employees, projects, management and customers when needed. 12. Identifies and reports errors or developments regarding document storage. 13. Ensures the secure destruction and disposal of sensitive documents in compliance with Company SOPs, policies, directives and legislation.

14. Maintains the security of confidential documents. 15. Conduct regular reviews and document audits. 16. Design templates for documents, file types, and document databases. 17. Produce document progress reports for departments, projects and leadership. 18. Maintain professional working relationships with management and client representatives. 19. Complies with and ensure compliance with Redpath's Policies and Procedures as detailed in the appropriate manuals, handbooks, directives, Standard Operating Procedures (SOP).

20. Able to work in excess of 40 hours a week, overtime, day and nights, weekends, holidays and shift rotations. 21. Able to travel, which may include remote locations. 22. Maintain confidentiality with respect to Redpath USA Corporation and Client business information. 23. Other duties and responsibilities as assigned verbally and/or in written form. 24. The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

25. Compliance with Redpath Core Competencies is an essential duty and responsibility.

Minimum

Duties and Responsibilities:

1. Assist other department as required.
2. Occasional assistance with building proposal documents.
3. Occasional timesheet administration and assistance

Education:

1. High School or equivalent. 2. An associate degree in computer science, business administration, library management, record management or similar field preferred. 3. A bachelor's degree in computer science, business administration, library management, record management or similar related field highly preferred.

Work Experience:

1. 5 years' experience in administration, document management, archive management, records management, or related field.
2. Experience in a Document Controller position in mining preferred.
3. Knowledge of mining and engineering terminology preferred. 4. If required to operate a company vehicle during the course of employment, must meet the requirements to be an eligible user of company vehicles. Must possess a current State Driver's License and acceptable driving record.
5. Proficient in the use of computers, associated software and document management systems.
6. Proven ability to work independently and collaboratively.

Computer

Skills:

1. Advanced skills in MS Office (Excel, Outlook, PowerPoint, and MS Word) 2. Adobe Professional (preferred) 3. MS Internet Explorer 4. MS Visio (optional) 5. Fax/Photocopier Equipment
6. Telephone Systems 7. DAP system (preferred)

Knowledge Required
1. Knowledge of document control procedures and the process of proposal writing
2. Excellent interpersonal skills with an ability to facilitate team commitment.
3. Excellent written and verbal…