Document Controller Job Description
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:
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:
Desired experience for document controller includes:
Document Controller Examples
Document Controller Job Description
- 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
- 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
Document Controller Job Description
- 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
- 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
Document Controller Job Description
- 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
- 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
Document Controller Job Description
- 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
- 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
Document Controller Job Description
- 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
- 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