Document Controller at HR-EX Consulting

Job Brief

• He/She will be responsible for overseeing the organization, classification, and indexing of all company documents, both electronic and physical, to ensure easy retrieval and reference.
• They will also maintain a centralized document management system, ensuring documents are accurately labeled, versioned, and archived appropriately.

Duties and Responsibilities

• Oversee the organization, classification, and indexing of all company documents, both electronic and physical, to ensure easy retrieval and reference.
• Maintain a centralized document management system, ensuring documents are accurately labeled, versioned, and archived appropriately.
• Collaborate with cross-functional teams to collect, review, and approve documents, ensuring they adhere to company standards and regulatory requirements.
• Coordinate document reviews and approvals, tracking the progress and maintaining clear communication with stakeholders.
• Monitor and enforce document control procedures to maintain consistency, accuracy, and compliance throughout the organization.
• Support the creation, formatting, and distribution of documents, ensuring they align with company branding and style guidelines.
• Ensure documents are regularly updated and obsolete versions are removed, preventing confusion and maintaining data integrity.
• Assist in conducting audits to ensure the accuracy and completeness of document records.
• Train new employees on document control procedures and provide ongoing support to ensure adherence to established guidelines.
• Generate reports and metrics related to document control activities for management review.
• Stay updated on industry best practices and trends related to document control and propose improvements to enhance efficiency.

Qualifications and Experience

• B.Sc Degree in Library Science, Information Technology / Management, Record Management, Secretarial Studies, or other related fields (Having a Master’s Degree is an added advantage).
• 5+ years relevant work experience.
• Proven work experience as a Document Controller.
• Time-oriented approach to tasks.
• Ability to manage and maintain databases using different information technology management systems.
• Solid knowledge of SharePoint, Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Knowledge of relevant industry regulations and standards.