Document Controller

Under the direct supervision of the Finance Manager, the Data Controller is responsible for ensuring the efficient management, accuracy, and security of all company records and documentation. The role plays a vital part in maintaining organized, up-to-date, and easily accessible information that supports effective communication, compliance, and operational excellence across departments.

JOB RESPONSIBILITIES:

1.       Ensure accurate information and documents are distributed throughout the organization in a timely manner to enhance operational efficiency.

2.       Maintain company files, archives, records, and other documentation.

3.       Review, organize, update, and retrieve various documents such as employee paperwork, financial statements, budgets, contracts, invoices, etc.

4.       Manage access to and ensure the integrity of master documents within the system.

5.       Ensure system security by managing user rights to access or revise documents.

6.       Ensure consistent processing and uploading of all documents.

7.       Coordinate with different departments within the organization to ensure documents are stored in the correct location and accessible to all internal services.

8.       Develop standardized practices for creating, revising, distributing, and disposing of documents in an organized and verifiable manner.

9.       Perform other related duties as assigned by the immediate supervisor or management.

JOB REQUIREMENTS:

●        Bachelor’s degree in business administration, Information Management, or related field.

●        Previous experience in document control, records management, or a similar role.

●        Strong attention to detail and ability to maintain document accuracy and consistency.

●        Excellent organizational and prioritization skills.

●        Good written and verbal communication skills for coordination with internal and external stakeholders.

●        Analytical and problem-solving ability in improving document workflows and systems.

●        Knowledge of data protection, confidentiality, and company compliance requirements.

●        Proficiency in Microsoft Office applications, especially Word, Excel, and PowerPoint.

Core Competencies

·       Attention to Detail – Ensures accuracy and completeness in managing documents and records.

·       Accountability – Takes ownership of assigned responsibilities and follows through on commitments.

·       Collaboration – Works effectively with colleagues and departments to support company documentation needs.

·       Adaptability – Adjusts new procedures, tools, and changing organizational needs.

·       Integrity – Upholds confidentiality and compliance in handling sensitive information.

·       Communication – Conveys information clearly and professionally in both written and verbal forms.

Technical Competencies

·       Records Management Systems – Skilled in maintaining, classifying, and securing electronic and physical files.

·       Document Workflow Optimization – Capable of designing and implementing efficient processes for document control.

·       Data Security and Access Control – Understands system permissions, version control, and backup management.

·       Digital Archiving – Proficient in organizing, scanning, and indexing files for quick retrieval and long-term storage.

·       Compliance and Audit Support – Ensures document readiness for internal and external audits.

·       Software Proficiency – Advanced use of Microsoft Office and familiarity with document management tools or ERP systems.

General:

Because of the nature of our business and its changing requirements, this job profile is a general outline of the type of critical tasks the job holder will be asked to undertake in their role. It will be reviewed regularly in consultation with the postholder and as part of the Loc&Stor 24/7 performance structure.

Also, at the request of the immediate head, job responsibilities and duties may change from time to time depending on the department’s alignment to Loc&Stor 24/7’s Mission, Purpose, and Values.