Document Controller

Set up the DRMS project manually and electronically, coordinate the implementation and ongoing management of the Document and Records Management System (DRMS), ensuring that all company documents and records are properly classified, controlled, maintained, and disposed of in accordance with approved policies, procedures, and regulatory requirements.

KEY ACCOUNTABILITIES:

• Evaluate, classify, organize, retrieve, and maintain company documents and records in accordance with approved document and records management procedures.
• Manage the scanning, copying, digitization, indexing, and electronic storage of physical documents and records.
• Create and maintain accessible, secure, and retrievable electronic archives, databases, and document management systems.
• Develop and maintain appropriate document classification, indexing, filing, and archiving systems to facilitate efficient access and retrieval of information.
• Prepare and maintain document descriptions, metadata, registers, and indexes to ensure accurate identification and easy retrieval of records.
• Review documents for accuracy, completeness, consistency, and compliance, including contracts, agreements, reports, and other official records.
• Review, update, and control technical and operational documents, including manuals, procedures, workflows, drawings, and specifications, ensuring that only the latest approved versions are available.
• Develop and maintain standardized document templates, forms, registers, and filing structures for consistent use across the organization.
• Maintain strict confidentiality and security of sensitive documents, records, agreements, and other confidential company information.
• Manage and monitor the flow, distribution, circulation, and control of documentation within the organization, ensuring timely processing and proper authorization.
• Coordinate with various departments, including Human Resources, Finance, Operations, Marketing, Construction, and other functions, to ensure proper management and retention of their documents and records.
• Control access to archived documents and records, including monitoring the viewing, borrowing, copying, and retrieval of confidential or controlled documents.
• Retrieve and provide documents and records requested by authorized employees, management, auditors, clients, or other relevant stakeholders in a timely manner.
• Develop and implement procedures for the acquisition, processing, digitization, preservation, retention, and disposal of documents and records in accordance with company requirements and applicable regulations.
• Support the development, implementation, and continuous improvement of document and records management policies, procedures, standards, and guidelines.
• Establish and administer guidelines governing the access, use, retention, protection, and disposal of company documents and records.
• Maintain accurate records of archived documents and monitor the document management system to ensure proper filing, version control, retention, and compliance.
• Provide guidance and support to employees on accessing archives and using relevant document management systems.
• Perform other documents and records management duties and responsibilities as assigned by management and provide support for the implementation and continuous improvement of the DRMS across the organization.

Desired Candidate Profile

• Bachelor of Science in Archives and Records Management
• Minimum of 1 year experience in same field
• Technical Competencies: Document Control and Version Control, Archiving and Information Management, Data Entry and Document Tracking
• Leadership/Behavioral Competencies: Strong Communication and Interpersonal Skills, Training and Knowledge Sharing