Document Control – Job Description
Job Title: Document Controller / Document Control Specialist
Job Summary
The Document Control role is responsible for managing, organizing, storing, and maintaining company documents in a systematic and secure manner. The role ensures that all documentation is accurate, up to date, properly approved, and easily accessible to authorized personnel while maintaining compliance with company standards and regulatory requirements.
Key Responsibilities
- Create, update, organize, and maintain electronic and physical document systems.
- Ensure proper version control of all documents and prevent use of outdated files.
- Distribute documents to relevant departments and ensure correct approvals are in place.
- Maintain registers for documents such as policies, procedures, reports, and records.
- Track document revisions, approvals, and change history.
- Ensure compliance with internal standards, ISO requirements, or regulatory guidelines.
- Archive and retrieve documents as required in a timely manner.
- Control access to sensitive or confidential documents.
- Support audits by providing required documentation and records.
- Coordinate with departments to ensure documentation is accurate and complete.
- Maintain filing systems (physical and digital) in an organized manner.
- Assist in preparing reports related to document status and control activities.
Required Skills
- Strong organizational and administrative skills.
- Attention to detail and accuracy.
- Knowledge of document management systems (DMS) or software.
- Good communication and coordination abilities.
- Ability to manage multiple documents and deadlines.
- Understanding of version control and document lifecycle.
- Proficiency in MS Office (Word, Excel, Outlook).
- Confidentiality and data handling skills.
Qualifications
- Diploma or Bachelor’s degree in Business Administration, Information Management, or related field (preferred).
- 1–4 years of experience in document control, administration, or office support.
- Experience in ISO-certified companies or construction/engineering sectors is an advantage.
Resume-Friendly Experience Description
Managed and maintained company documentation systems ensuring accuracy, proper version control, and compliance with internal standards. Controlled document distribution, maintained filing systems, supported audits, tracked revisions, and ensured timely availability of up-to-date documents across departments.
Key Performance Indicators (KPIs)
- Accuracy and completeness of documentation.
- Timeliness of document updates and distribution.
- Compliance with standards and audit requirements.
- Reduction of document errors or outdated usage.
- Efficiency in document retrieval and archiving.
- Proper version control maintenance.
