Summary:
The ideal candidate will ensure that all company documents, both physical and digital, are stored, updated, and distributed efficiently, maintaining accuracy and confidentiality at all times. As a Document Controller, you will collaborate closely with internal teams, manage documents, and prepare reports to support service supervisor & breakdown team with ongoing projects. You will play a key role in ensuring that technical documents, equipment records, and other critical records are handled with precision and care.
Key Responsibilities:
- Copy, scan, and store documents (Hard & Soft Copy) to ensure easy access and proper archiving to all.
- Check for accuracy and ensure all documents, including maintenance records, are error-free and up-to-date without any fail.
- Review and update equipment documents, such as manuals and workflows, ensuring their relevance and correctness with relevant colleagues & line manager.
- Distribute equipment-related documents and copies to internal teams & line manager as without any fail.
- File documents in both hard & soft formats, ensuring organized and secure records to access relevant team members & line manager.
- Create document templates for future use with approval from line manager, facilitating efficiency in documentation processes.
- Retrieve files as required by colleagues &/or management, ensuring swift and accurate access to documents even if you are on holidays, sick etc.
- Manage the flow of documentation within the organization on daily bases, ensuring timely distribution and receipt of essential files with management.
- Maintain confidentiality around sensitive information, including terms of agreements and proprietary documents.
- Prepare ad-hoc reports on ongoing projects and documentation status, providing insights to management on daily bases.
Skills and Qualifications:
- Proven work experience as a Document Controller or similar role.
- Familiarity with document management systems and procedures.
- Proficient in MS Office and document control software.
- Strong attention to detail with excellent organizational skills.
- Ability to maintain confidentiality and work with sensitive information.
- Strong communication skills to interact with internal teams.
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
- A degree in administration, business, or a related field is preferred.
- Certification in document control management is a plus.