Document Controller

We are seeking a meticulous and organised Document Controller to oversee the management and maintenance of company documentation. The successful candidate will ensure all records are accurately filed, easily retrievable, and compliant with organisational standards. This role is vital in supporting operational efficiency and maintaining regulatory compliance across various departments., 1. Document Management: o Maintain and manage all documents, ensuring proper organization, categorization, and filing in both physical and electronic formats. o Implement and maintain an efficient document management system that ensures quick retrieval and storage of documents. o Ensure that documents are reviewed, approved, and distributed in a timely manner according to project schedules.

2. Version Control: o Maintain version control and document revision histories, ensuring that the latest versions of documents are available to all relevant parties. o Track document revisions, ensuring that obsolete versions are archived or destroyed as per company policies.

3. Compliance and Security: o Ensure all documents comply with relevant regulatory, legal, and company standards. o Implement and monitor document security protocols to protect sensitive information and prevent unauthorized access. o Ensure that documents are stored and handled in compliance with industry-specific regulations (e.g., ISO, GDPR).

4. Collaboration: o Collaborate with delivery personnel, commercial manager and central business functions to provide documentation required for reporting, billing. o ensure document control procedures are understood and followed. o Work closely with project managers, engineers, and other stakeholders to manage project documentation. o Facilitate document reviews and approvals with internal and external stakeholders.

5. Document Distribution: o Distribute documents to relevant stakeholders as required, ensuring that they receive the correct and most up-to-date information. o Manage the distribution of controlled documents to external parties, such as contractors and clients.

6. Audits and Reporting: o Prepare and provide documentation for internal and external audits. o Generate regular reports on document status, distribution, and compliance. o Assist in the preparation of project documentation for submission to clients or regulatory bodies.

7. Training and Support: o Train and support staff in the use of the document management system and best practices. o Provide ongoing support to staff on document-related queries and issues.

8. Continuous Improvement: o Continuously review and improve document management processes and systems to enhance efficiency and compliance. o Stay updated on industry best practices and emerging technologies related to document control and management.

Do you have experience in Organizational skills?, * Education:

o High school diploma or equivalent; a degree in business administration, information management, or a related field is preferred.

• Experience:

o Proven experience in document control, records management, or a related role. o Experience in industries such as construction, engineering, oil and gas, or manufacturing is an advantage.

• Skills:

o Strong organisational and multitasking skills. o Excellent attention to detail and accuracy. o Proficiency in document management systems and client document software o Good understanding of document control practices, version control, and regulatory requirements. o Strong communication and interpersonal skills. o Ability to work independently and as part of a team. o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).