Document Controller Supervisor

JOB SUMMARY

The Document Controller Supervisor is responsible for leading and overseeing the organization's document control, records management, and document library operations. The role supervises the Document Control team, establishes and maintains document control procedures, ensures the integrity of company records, and ensures that controlled documents are accurate, current, secure, and readily accessible.

1. People Management

• Train Document Controllers on company policies and document control procedures.

• Assign workloads and responsibilities to document control personnel.

• Supervise the day-to-day activities of Document Controllers.

• Ensure all incoming and outgoing documents are received, logged, reviewed, distributed, and archived in accordance with established document control procedures.

• Supervise the proper filing, indexing, storage, retrieval, and disposal of physical and electronic documents.

• Conduct regular audits of document records, filing systems, and storage areas to ensure accuracy, completeness, and security.

• Review the accuracy and completeness of document transactions before final approval or release.

• Ensure compliance with company policies and document control standards.

• Promote employee engagement,accountability, teamwork and a high-performance culture by addressing

• employee concerns, managing performance issues and fostering collaboration.

• Manage employee performance and address operational and people-related concerns to maintain a high-

• performing team

• Continuously enhance professional knowledge, skills, and competencies to support continuous development

• and improve team performance.

2. Document Control Management

• Oversee the creation, review, revision, issuance, distribution, and archival/retrieval of controlled documents.
• Ensure all documents are properly coded, version-controlled, and maintained in accordance with established
  procedures.
• Check and maintain the Master List of Documents.
• Monitor document requests and coordinate approvals with document owners.
• Ensure obsolete documents are removed from active use and property archived or disposed of.

3. Records Management and Library Administration

• Manage the company's centralized records repository and document library.
• Oversee records retention schedules and ensure timely archiving and disposal of records.
• Conduct regular inventory of records and ensure timely archiving and disposal of documents.
• Ensure confidential documents are stored and handled securely.

4. Digital Document Management

• Administer the Document Management System (DMS).
• Ensure electronic records are complete, accurate, secure, and properly backed up.
• Maintain accurate metadata, document tags, and naming conventions.
• Verify the completeness and legibility of scanned records.
• Review uploaded documents for accuracy and completeness.
• Ensure required supporting documents are attached.
• Identify duplicate, missing, incorrect, or incomplete records.
• Maintain document integrity across all V-Hive companies.

5. Compliance

• Conduct periodic document control and records management audits.
• Verify that departments are using current versions and approved forms.
• Support internal, external, tax, and regulatory audits.
• Maintain complete audit trails through the Document Management System.

6. Archiving, Retrieval and Retention Support

• Administer electronic archiving of inactive records.
• Apply retention schedules according to department policies.
• Respond to document retrieval requests from Finance, Operations, Supply Chain, Internal Audit, and
  Management.
• Coordinate the proper disposal of documents that have met retention requirements.
• Ensure backup and recoverability of critical records.

7. Reporting and Monitoring

• Prepare weekly and monthly reports on field document control activities.
• Monitor document submission, transmittal, retrieval, filing, and archiving status.
• Report discrepancies, missing documents, and compliance issues to management.
• Maintain accurate records of field document control activities and accomplishments.

8. Others as Scheduled/Needed

• Support audit, compliance, and regulatory documentation requirements.
• Conduct document retrievals and transfers.
• Perform other related duties and responsibilities as assigned.

C. Job Specifications

Minimum Education Required

• Bachelor's Degree in Business Administration, Office Administration, Bachelor of Library and Information
  Science, or a related field.

Minimum Relevant Work Experience Required

• At least 2-3 years of supervisory or team-lead experience.
• Experience in document management systems (DMS) and electronic filing is preferred.
• Experience in ISO standards and document control procedures is an advantage.

Other Competencies Required by the Job

• Strong knowledge of document control, records management, document retention, and archiving
• procedures.
• Strong attention to detail and ability to review document accuracy and completeness.
• Good organizational, analytical, and problem-solving skills.
• Strong leadership and people management skills.
• Proficiency in electronic document management and filing systems.
• Ability to maintain confidentiality and security of sensitive company records.
• Strong communication and coordination skills.
• High level of integrity, accountability, professionalism, and attention to detail