Job Description: Document Controller – Office
Job Summary
We are seeking a highly organized and detail-oriented Document Controller – Office to manage the company's documentation and records efficiently. The role will be responsible for receiving, reviewing, filing, tracking, distributing, and maintaining documents while ensuring accuracy, confidentiality, version control, and easy retrieval of information.
Key Responsibilities
Document Control & Management
- Receive, register, classify, and maintain incoming and outgoing documents.
- Maintain an organized document control system for physical and electronic records.
- Ensure documents are properly named, indexed, filed, and stored for easy retrieval.
- Maintain document registers, logs, trackers, and databases.
- Control document versions and ensure the latest approved documents are available to relevant employees.
- Track document revisions, approvals, submissions, and distribution.
- Ensure obsolete or superseded documents are appropriately identified, archived, or removed from active use.
- Scan, upload, archive, and retrieve documents as required.
- Maintain accurate records of document movements and approvals.
Office Administration
- Coordinate the distribution of documents to internal departments and external stakeholders.
- Handle incoming and outgoing correspondence, including emails, letters, reports, and official documents.
- Assist in preparing, formatting, printing, scanning, and photocopying documents.
- Maintain confidential personnel, operational, commercial, and administrative records as authorized.
- Support meeting documentation, including agendas, minutes, presentations, and action trackers.
- Maintain electronic and physical filing systems for office records.
- Coordinate document-related requests from employees and management.
Compliance & Quality
- Ensure documents are maintained according to company policies and document-control procedures.
- Check documents for completeness, accuracy, required approvals, and appropriate formatting before filing or distribution.
- Maintain confidentiality and protect sensitive company information.
- Support internal and external audits by retrieving and providing required documentation.
- Ensure records are retained and disposed of according to company requirements.
- Identify gaps in document control processes and recommend improvements.
Reporting & Coordination
- Prepare document status reports and tracking summaries as required.
- Monitor pending approvals, submissions, and outstanding documents.
- Follow up with relevant departments to obtain missing or overdue documentation.
- Coordinate with Administration, Finance, HR, Procurement, Operations, Sales, and other departments on document requirements.
- Maintain accurate records of document-related activities and provide updates to management.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Administration, Records Management, or a related field.
- 1–4 years of experience in document control, office administration, records management, or a similar role.
- Experience with electronic document management systems (EDMS), SharePoint, ERP systems, or similar platforms is preferred.
- Good working knowledge of Microsoft Office, particularly Word, Excel, Outlook, and PDF tools.
Key Skills
- Document control and records management
- Filing and document indexing
- Version and revision control
- Data entry and document tracking
- Microsoft Office proficiency
- Electronic document management
- Attention to detail and accuracy
- Organization and time management
- Confidentiality and information handling
- Communication and coordination
- Follow-up and task management
- Ability to work with multiple departments
Key Performance Indicators (KPIs)
- Document filing and retrieval accuracy
- Timeliness of document registration and distribution
- Document version-control accuracy
- Closure of pending document approvals
- Data entry and register accuracy
- Audit documentation readiness
- Compliance with document-control procedures
- Timely response to document requests
- Reduction in missing or misplaced documents
