Document Controller

Role Statement :

• To manage and organize the company's documents, ensuring they are accurate, accessible, and secure by overseeing creation, distribution, and storage, tracking revisions, and adhering to standards.
• Key responsibilities include meticulous record-keeping, managing document control systems, providing information to departments, and maintaining confidentiality.
• Essential skills for this role: Strong attention to detail, organizational prowess, communication ability, and proficiency with document management software

Managing overall schedules and coordinating tasks to ensure the system or project runs smoothly.

Job Responsibilities :

• Document Management: Manage the intake, storage, and retrieval of both physical and electronic documents, ensuring they are accurate and secure.

• Quality Control: Check documents for accuracy, consistency adherence to organizational standards and regulatory requirements.

• System Administration: Implement and maintain document control systems, including user access, version control, and document numbering.

• Distribution & Access: Distribute documents to relevant internal departments and external stakeholders, ensuring timely and secure access when needed.

• Archiving: Maintain secure archives for historical documents and manage their disposal when necessary.

• Compliance: Ensure all document-related activities comply with legal and organizational policies.

• Document Management: Manage the intake, storage, and retrieval of both physical and electronic documents, ensuring they are accurate and secure.

• Quality Control: Check documents for accuracy, consistency, and adherence to organizational standards and regulatory requirements.

• System Administration: Implement and maintain document control systems, including user access, version control, and document numbering.

• Distribution & Access: Distribute documents to relevant internal departments and external stakeholders, ensuring timely and secure access when needed.

• Archiving: Maintain secure archives for historical documents and manage their disposal when necessary.

• Logistics and Resource Management: Coordinate with suppliers and allocate resources effectively for projects or operations.

• Communication: Interact with clients, patients, vendors, and internal teams, providing updates and confirming adherence to project timelines via phone, email, or messaging platforms.

• Conflict Resolution: Identify and resolve scheduling conflicts, adjusting plans as necessary to maintain operational efficiency.

• Record Keeping and Data Entry: Record details of milestones and schedules, delays, etc. and perform data entry into relevant systems.

• Administrative Support: Perform general administrative duties such as filing, managing correspondence, and greeting visitors, depending on the work environment.

• Compliance: Ensure all document-related activities comply with legal and organizational policies.