Document Controller

Document Controller The SharePoint Document Controller will be responsible for the management of all design catalog documentation, ensuring accuracy, integrity, and accessibility throughout the document lifecycle. This role is crucial for maintaining efficient information flow, supporting project teams, and ensuring compliance with established procedures and regulatory requirements. Key responsibilities include: Document Management & Organization: Maintain a robust document control system for electronic documents. Enforce standardized document naming conventions, numbering, and classification systems. Receive, register, track, and distribute all incoming and outgoing documents, including drawings, standards, specifications, and change management documents. Ensure all documents are properly categorized, stored, and backed up in designated repositories (e.g., SharePoint). Manage document version control, ensuring that only the latest approved versions are accessible and obsolete documents are properly archived. Quality Assurance & Compliance: Identify and rectify any inconsistencies or errors in document metadata and naming conventions. Ensure compliance with internal document control procedures. Assist with internal and external audits related to document control processes. Information Flow & Distribution: Facilitate the timely distribution of documents to relevant stakeholders, both internal and external (e.g., project teams, contractors, vendors). Manage requests for documentation and provide efficient retrieval of files as needed. Support communication and collaboration by ensuring all team members have access to necessary and current documentation. System Management & Improvement: Assist in the maintenance and optimization of Document Management Systems (DMS) and other document control software (e.g., SharePoint). Develop and update document control procedures, work instructions, and guidelines. Identify areas for process improvement and contribute to the enhancement of document management workflows. Confidentiality & Security: Maintain strict confidentiality regarding sensitive company and project information. Control access to confidential and proprietary documents based on established security protocols. Reporting: Generate regular reports on document status, progress updates, document review cycles, and distribution logs for management and project teams. Qualifications: Education: High School Diploma or GED required. Associate's or Bachelor's degree in Business Administration, Information Management, Library Science, or a related field is preferred. Relevant certifications in Document Control or Information Management are a strong plus (e.g., Certified Document Controller). Experience: Proven work experience (e.g., 2+ years) as a Document Controller, Document Administrator, or in a similar administrative role with a strong focus on document management. Experience working with Electronic Document Management Systems (EDMS) is essential, SharePoint Online/Microsoft 365 Experience preferred. Familiarity with document control procedures and best practices, particularly in industries such as construction, engineering, manufacturing, or healthcare, is highly desirable. Skills: Exceptional organizational and time management skills: Ability to manage a high volume of documents and prioritize tasks effectively. Impeccable attention to detail: Crucial for ensuring accuracy and identifying discrepancies in documentation. Strong computer proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, Outlook) are a must. Strong understanding of SharePoint Online: An understanding of the SharePoint online environment including how it integrates with other Microsoft 365 applications (Teams, OneDrive, Outlook, etc.) and a willingness to learn more. Excellent verbal and written communication skills: Ability to communicate clearly and concisely with various stakeholders. Problem-solving abilities: Capacity to analyze issues and find efficient solutions related to document control. Proactive and able to work autonomously: Self-motivated with the ability to manage tasks independently while also collaborating effectively within a team. Data entry and typing accuracy: Efficient and precise data input skills. Understanding of confidentiality and data security principles.