Document Controller

Document Controller

A Document Controller is responsible for managing, organizing, tracking, and maintaining company documents to ensure accuracy, security, and compliance with organizational and regulatory requirements.

• Control the creation, review, approval, distribution, and archiving of documents.
• Maintain document management systems (DMS) and filing structures.
• Ensure all documents are properly numbered, formatted, and version-controlled.
• Track document revisions and maintain document history records.
• Distribute documents to relevant departments, clients, contractors, and stakeholders.
• Monitor document submission schedules and ensure deadlines are met.
• Retrieve documents upon request and maintain confidentiality of sensitive information.
• Conduct regular audits to verify document accuracy and compliance.
• Coordinate with project teams, engineers, quality assurance personnel, and management regarding document requirements.
• Ensure compliance with company standards, industry regulations, and quality management systems.

• Diploma or bachelor's degree in business administration, Information Management, Engineering, or a related field.
• Experience in document control, records management, or administrative support.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with document management software such as Aconex, SharePoint, EDMS, Procore, or similar systems.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to manage multiple documents and deadlines simultaneously.

• Register incoming and outgoing documents.
• Maintain document registers and tracking logs.
• Prepare transmittals for document distribution.
• Archive completed project documents.
• Generate document status reports for management.
• Support quality assurance and compliance audits.

• Problem Solving - Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully;
Develops alternative solutions;
Works well in group problem solving situations;
Uses reason even when dealing with emotional topics.

• Technical Skills - Assesses own strengths and weaknesses;
Pursues training and development opportunities;
Strives to continuously build knowledge and skills;
Shares expertise with others. Ultimately be certified in all NDE disciplines.

• Interpersonal Skills - Focuses on solving conflict, not blaming;
Maintains confidentiality;
Listens to others without interrupting;
Keeps emotions under control;
Remains open to others' ideas and tries new things.

• Planning/Organizing - Prioritizes and plans work activities;
Uses time efficiently;
Plans for additional resources;
Sets goals and objectives;
Organizes or schedules other people and their tasks;
Develops realistic action plans.

• Quality - Demonstrates accuracy and thoroughness;
Looks for ways to improve and promote quality;
Applies feedback to improve performance;
Monitors own work to ensure quality.

• Quantity - Meets productivity standards;
Completes work in timely manner;
Strives to increase productivity;
Works quickly.

• Safety and Security - Observes safety and security procedures;
Determines appropriate action beyond guidelines;
Reports potentially unsafe conditions;
Uses equipment and materials properly.

• Adaptability - Adapts to changes in the work environment;
Manages competing demands;
Changes approach or method to best fit the situation;
Able to deal with frequent change, delays, or unexpected events.

• Initiative
- Volunteers readily;
Undertakes self-development activities;
Seeks increased responsibilities;
Takes independent actions and calculated risks;
Looks for and takes advantage of opportunities;
Asks for and offers help when needed.

N (Not Applicable) - Activity is not applicable to this position.

O (Occasionally) - Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) - Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) - Position requires this activity more than 66% of the time (5.5+ hrs/day)

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