Document Controller Job Description

Document Controller Job Description

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Document controller provides advice and guidance in the application of document control processes and use of document management systems to project team members as necessary.

Document Controller Duties & Responsibilities

To write an effective document controller job description, begin by listing detailed duties, responsibilities and expectations. We have included document controller job description templates that you can modify and use.

Sample responsibilities for this position include:

Apply procedures for distribution, filing, collect comments, and coordination of information flow to engineering documents for assigned project
Manages the timing for information flow and comments collection
Expedites documents related activities by Vendors, Contractors, Engineering team
Utilizes a specific project software for document managing
Prepares presentations, correspondence, , and performs other clerical/administrative duties as needs arise
Identifying different types of documents such as specifications, engineering drawings, correspondence, financial records and project deliverables
Receive, check, accurately record into DMS and distribute all project drawings and documentation in an efficient and expeditious manner as requested by engineers
Disputes and chargebacks for both Amex card and Non-Amex card
Maintains system and procedures to track processing of documents such as correspondence, minutes, reports, payment requests, change notices, change orders, claims, requests for information, submittals, schedules
Implement and maintain a coordinated and consistent filing system

Document Controller Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Document Controller

List any licenses or certifications required by the position: SOP, GMP, ISO, GMO, RSPO, ITE, MPCR, MBR, 9000, MS

Education for Document Controller

Typically a job would require a certain level of education.

Employers hiring for the document controller job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Engineering, Technical, Business/Administration, Education, Management, Business, Associates, Communication, Computer Science, Construction

Skills for Document Controller

Desired skills for document controller include:

Excel
Word
Electronic Document Management Systems
SharePoint
MS Office
Document Control System and processes
Engineering terminology
Aconex
E-mail and Internet
Microsoft Outlook

Desired experience for document controller includes:

Passion for data, analysis, trends, reporting
Third level Certificate and relevant experience
Minimum of 3-5 years' experience working within an FDA or ISO 13485 regulated Industry with at least three years' experience SAP experience
Must have the ability to communicate effectively with management and fellow peers
Focus on task completion
The ability to work progressively as part of a team or on own initiative

Document Controller Examples

1

Document Controller Job Description

Job Description Example
Our company is growing rapidly and is hiring for a document controller. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for document controller
  • Control all Incoming and Outgoing Drawings / Documents Ensure timely issuance & distribution of all the Drawings / Documents with correct revisions to all parties as detailed in the distribution matrix contained in project procedures
  • Maintain Device Master Record files (product drawings, process sheets, inspection sheets)
  • Coordinate product change order related activities which includes the processing of text-based changes
  • Responsible for data entry in to JDE and other quality systems
  • Responsible for coordinating product complaint handling, where applicable
  • Convert hardcopy quality records to controlled electronic files through a defined imaging process which includes preparation, processing and verification of those records
  • Assist Supervisor in maintaining and improving quality standards and processes within the department training employees in appropriate procedures and work instructions
  • Handling day-to-day documents and drawings, including upload and download from project information exchange platform
  • Managing and updating incoming and outgoing log of document, drawings, design information
  • Formatting specifications prepared by engineers under online specification preparation software
Qualifications for document controller
  • Minimum 2 years’ operating at a Senior Document Controller level
  • Ability to monitor and evaluate systems and to look for improvements
  • Able to work independently, under minimum supervision, and as part of a team
  • Relates to and understands project operations working processes
  • Effective, accurate, proactive and attention to detail
  • Detail & active and high standard of safe working practice, quality and productivity
2

Document Controller Job Description

Job Description Example
Our growing company is looking to fill the role of document controller. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for document controller
  • Collects and organizes the electronic documentation from the Project Team/Technical Team storing it on SharePoint or on DocPro
  • Handling day-to-day filing and administrative work
  • Identify contractual requirements in relation to Document control
  • Ensure accurate control of bid documentation from preconstruction/ PQQ through to completion and archiving
  • Liaise with project or bid teams to ensure they have a full understanding of document control and system procedures and provide training and instruction as required such that documentation control requirements are met
  • Ensure that procedures are fully implemented in order to meet requirements of the BMS and other documentation and information systems, Business Collaborator
  • A good understanding of IT and the Business Collaborator EDMS
  • Previous experience within a Document Control position
  • An ability to understand how the operations of the department relate to others and work collaboratively to obtain the best outcome for the business
  • A determination to see tasks through to completion, with excellent planning and organisation skills
Qualifications for document controller
  • Experience and proficiency with other applications
  • Minimum 2 years experience in document control
  • An eye for detail and accuracy – you will be responsible for the revision and review of documents
  • Ability to be a self-starter, with strong motivation and energy as a team player
  • Ability to multitask, juggling multiple priorities and deadlines
  • Understanding of the use and functionality of Project/Construction Management databases
3

Document Controller Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of document controller. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for document controller
  • Scanning, photocopying and filing documents (including drawings) as required
  • Performs file backup to ensure proper storage and archiving of electronic documentation
  • Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable
  • Responds in a timely manner to requests to retrieve information, information searches and general requests for support from end users
  • Resolve document management issues related to quality, physical quantities, discrepancies and other associated matters, in consultation with Lead Document Controller
  • Perform archiving of documents in liaison with relevant stakeholders to ensure safe custody, archiving and retrieval of documents for future business use
  • Perform quality check on documentation as per document control process and identify improvement actions
  • Assisting with general administrative duties, including distribution of information / documents
  • Review accuracy of Project Final Documentation packages, sent for PMY acceptance an distribution to the end users and data centre for archiving
  • Generate and issue performance reports eg weekly overdue, status reports as required
Qualifications for document controller
  • Must be thorough, well organized, and effectively manage time
  • College graduate in business administration or technologies and at least 2 years of experience, or an equivalent combination of education and experience
  • General understanding of engineering, procurement and construction activities with respect to document management and control
  • Knowledge and experience in all areas of document/data management, including identification, creation, use, retrieval, access, retention, turnover, preferably in an engineering/construction environment
  • Proficient in use of electronic Document/Data Management Systems
  • Ability to learn fast, maintain quality and efficiency, apply acquired knowledge and train others
4

Document Controller Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of document controller. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for document controller
  • This role will be accountable for the implementation of existing document control specifications
  • This role will be accountable for tracking contractor and vendor deliverables throughout the project lifecycle (recording revisions, revision purposes, distribution and transmittal histories)
  • This role will be accountable for the reliability, irretrievability and traceability of the project data
  • Conduct training sessions for project personnel and 3rd parties on the use of tools and processes
  • Provide high level administration of document management systems including generating progress reports
  • Document and maintain workflows and processes in use on the project
  • Conduct User Acceptance Testing for applications and provide feedback to developers for design and/or configuration changes
  • Support project closeout activities such as dispositioning, archiving and transitioning documents to Operations
  • Generate discrepancy and closeout reports for the engineering function to resolve with third parties
  • Provide status tracking and expediting of all internal document reviews in accordance of contract requirements
Qualifications for document controller
  • Ability to help customers in a professional and concerned manner
  • Ability to set and achieve goals and work well under pressure
  • Good team work, diligent approach
  • Capable of working to tight time scales
  • Some ability using Auto CAD
  • Other duties will be assigned by the Project Manager or Document Control Supervisor
5

Document Controller Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of document controller. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for document controller
  • Compliance to all company standards, policies and procedures
  • Provide general office administration support to all aspects of document/drawing
  • Co-ordinate, receipt and log the DTF acknowledgements from Network Rail arranging for design teams and project engineering/managers to be updated with the issuing, backordering and return of materials status
  • Update the project drawing registers (by order, issue, backorder and return status)
  • Office Point of contact for all drawing requests, data requisitions etc ensuring adherence to CMS and important deadlines
  • To liaise with key NR, SDG project teams and NRG Records Team document controller/assistants
  • Assist with the identification of drawing requirements liaising with NRG Record Teams, project engineers, designers, SDG
  • Support all commissioning & production activities, including but not limited to photocopying/booking-up any relevant pre-commissioning drawings, commissioning documentation, as required
  • Be able to produce/raise drawing orders, transmittal documentation (manually and online)
  • Be familiar with and able to access NRG’s eB (Enterprise Bridge) to assist in production of orders/holding of drawings issued to office/project staff
Qualifications for document controller
  • Minimum of 5 years’ experience in a document control position
  • Technical knowledge of document control systems and processes
  • Knowledge of Handing over EDMS, PROLOG 9.6, Aconex, AutoCAD
  • Demonstrable in-depth knowledge and experience of Document Control processes and procedures
  • Familiarity with eB, Projectwise and other document control systems such as ASite, Conject / BIW, 4 Projects or similar
  • A solid background in document control of at least 5 years

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