Job description

A Document Controller maintains organized and updated documents for a business using document management software, uploading or scanning paper documents, obtaining documents, and ensuring proper and secure storage. responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. ensure that accurate information is distributed throughout an organization, on time, to the people who need it. In the construction industry, document controllers work with technical documents like blueprints and reports. They sort and store electronic and hard copy documents for designers, surveyors, architects and other colleagues.

2. JOB ROLES AND RESPONSIBILITIES

1 Communicates changes to document control procedures or other relevant information to the project team in consultation with the Project Manager / Design Manager.

2 manage the intake, handling, and storage of documentation for organizations. They check documents, scan and photocopy files, and make sure that organizational documentation is stored safely and securely.

3 Copy, scan and store documents use the appropriate program like Aconex, Dropbox, Cloud, BIM to exchange the data b/w Company/consultant & Client with tracking

4 Check for accuracy and edit files, like contracts

5 Review and update technical documents (e.g. manuals and workflows)

6 Distribute project-related copies to internal teams, Review and maintain the accuracy of the records, editing where necessary to ensure they are up to date

7 File documents in physical and digital records, Assisting employees with accessing documents through our document management system

8 Create templates for future use, write reports, archive materials, and ensure seamless document access across departments.

9 Retrieve files as requested by employees and clients

10 Manage the flow of documentation within the organization

11 Maintain confidentiality around sensitive information and terms of agreement

12 Prepare ad-hoc reports on projects as needed

13 Controlling company and project documentation

14 Following and improving document control procedures

15 Ensuring all documentation meets formal requirements and required standards

16 Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals

17 Producing document progress reports for senior managers

18 Conducting regular reviews and document audits

19 Using computers to organise and distribute documents within a company

20 Helping in the planning stages of a specific project

21 Ensure documents are shared at key times to facilitate timely project completion

22 Handling intake, scanning, verification, and storing documents.

23 Filing and archiving relevant documentation.

24 Retrieving files for other employees and customers when needed.

25 Designing templates for documents, file types, and document databases.

26 Checking and editing documents for accuracy and compliance.

27 Controlling the flow of documents in and out of the department.

28 Be available to undertake off-site inspections of proposed equipment and materials as may be deemed necessary by the Project Manager.