Senior Document Controller

Job Summary

Supervises a team in maintaining and organizing important documents either for a particular project, department or whole organization and assure accessibility by imposing a systematic filing process while ensuring confidentiality of all corporate communications and documents. 

Job Responsibilities 1

Principal Accountabilities

• Coordinates all activities related to the Document Control procedure.
• Maintains the documents and drawings in the Document Control office under safe.
• Receives all type of contract documents, correspondence, tender, legal and same to shall circulated to concerns recipients and departments.
• Inputs document data into the standard registers ensuring that the information is accurate and up to date.
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Job Responsibilities 2

1. Classifies, analyzes and screens all documents received to ensure compliance with the Quality Management system.

• Ensures that documents are checked, validated and properly stamped and signed with date. This has to be done on every document on daily basis.

2. Screens all documents to be sent or transmitted to ensure compliance with the Quality Management system.

• Ensures that documents and reference numbers are checked and validated for any typographical errors before being sent or transmitted. This has to be done on every document on daily basis

3. Registers documents received and distributed to ensure effective tracking of document movement within and outside the organization.

• Ensures to properly record/ log all types of documents due for filing and distribution on daily basis.
• Ensures that all document logs are current and up-to-date on daily basis.

4. Coordinates with the proper channel to expedite the flow of documents required to finish a task.

• Distributes the documents to the right personnel or departments on daily basis.
• Ensures to get acknowledgements for very important documents delivered on daily basis.

5. Organizes/ files hardcopies and maintain electronic libraries with the latest revisions/ versions to ensure availability and easy access of updated documents when needed.

• Ensures to use the company’s filing index system for easy identification of documents and implement such on daily basis.
• Ensures that hard and softcopies of documents are filed in the proper location and are readily accessible.

6. Ensures confidentiality of information to guarantee organizational privacy.

• Ensures confidentiality of all operational communication/documents to prevent misuse of pertinent information by any entities.
• Ensures that only authorized persons will have access to any documents that are highly sensitive and confidential.

7. Provides assistance, support and knowledge in the completion of documentation requests and queries for greatly improved and proper execution.

• Submits proposals for process improvement on a quarterly basis to assist chief document controller in designing process improvement plans.

8. Provides weekly/ monthly reports on the document status for the organizational assessment.

• Ensures weekly, monthly, quarterly and annual reports are generated to update management and other stake holders on existing documents.