Document Controller – Job Description
Job Title
Document Controller
Job Summary
A Document Controller is responsible for managing, organizing, tracking, and maintaining company documents to ensure accuracy, quality, and compliance with organizational and regulatory standards. The role involves controlling document flow, maintaining records, and supporting project teams with proper documentation management.
Key Responsibilities
- Maintain and manage all incoming and outgoing documents.
- Ensure documents are properly filed, archived, and easily retrievable.
- Control document versions and revisions to avoid errors and duplication.
- Review documents for accuracy and compliance with company standards.
- Coordinate with departments, clients, vendors, and project teams regarding documentation.
- Track document approvals, submissions, and distribution.
- Prepare reports related to document status and records management.
- Maintain confidentiality and security of sensitive information.
- Support audits and inspections by providing required documentation.
- Ensure compliance with document control procedures and quality standards.
Required Skills & Qualifications
- Bachelor’s degree or diploma in Business Administration, Management, or related field.
- Proven experience as a Document Controller or in administrative/document management roles.
- Proficiency in Microsoft Office and document management systems.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Good communication and coordination skills.
- Ability to handle confidential information responsibly.
Preferred Experience
- 2–5 years of experience in document control or records management.
- Experience in industries such as construction, engineering, oil & gas, manufacturing, or healthcare is preferred.
- Familiarity with ISO standards and quality management systems is an advantage.
Key Competencies
- Document management
- Record keeping
- Data organization
- Multitasking
- Problem-solving
- Team collaboration
- Compliance awareness
Typical KPIs for Document Controller
- Document accuracy rate
- Timely document processing
- Retrieval turnaround time
- Compliance with document control procedures
- Audit readiness and record completeness
Work Environment
Document Controllers commonly work in construction companies, engineering firms, manufacturing units, corporate offices, and project sites where accurate document management is essential.
