Senior Document Controller

Purpose

• As a Senior Document Controller, you lead and oversee the document control processes across the organization, ensuring the accurate management, storage, and retrieval of critical documents. Supervise a team of document controllers, enforce compliance with regulatory and organizational standards, and provide expertise in document management best practices. Support major projects by ensuring documentation is well-organized, up-to-date, and accessible to all relevant stakeholders.

Responsibilities

• Manage and oversee document control processes across the organization, ensuring the accurate and timely management of all project documentation.
• Develop and implement document control procedures and standards, ensuring compliance with regulatory requirements, industry standards, and organizational policies.
• Ensure the security and confidentiality of documents, maintaining robust access controls and audit trails to protect sensitive information.
• Coordinate the distribution, review, and approval of documents, ensuring that all relevant stakeholders have access to the most current and accurate information.
• Maintain organized and accessible document archives, both digital and physical, ensuring that all documents are properly indexed and can be retrieved efficiently.
• Lead the digitization of physical records, ensuring a seamless transition to electronic document management systems (EDMS) and maintaining the integrity of the archived data.
• Monitor document workflows and tracking systems, ensuring that all document-related activities are completed on time and in accordance with project requirements.
• Provide training and support to staff on document control procedures, fostering best practices and ensuring consistency across the organization.
• Collaborate with project teams and external vendors to manage the flow of documentation, ensuring that all documents are accurate, complete, and up to date.
• Report on document control activities to senior management, providing insights and recommendations for process improvements and strategic planning.

Education

• Bachelor's degree in information management, records management, library science, or a related field is required. Certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are highly recommended. Proficiency in document control processes, records management, and the use of document management systems (DMS) is essential. A master’s degree in a related field is preferred but not mandatory.

Experience

• Minimum of 7 years of experience in document control, records management, or a related field, with demonstrated expertise in managing complex document control systems and procedures.
• Proven experience in implementing and maintaining document control systems to ensure accurate and efficient management of project documents and records.
• Strong technical background with hands-on experience in developing and enforcing document control policies, procedures, and best practices to ensure compliance with industry standards and regulatory requirements.
• Demonstrated ability to oversee the entire document lifecycle, including document creation, review, approval, distribution, and archiving, ensuring that all documents are properly controlled and accessible.
• Experience with digital document management, including the transition from paper-based systems to electronic document management systems (EDMS), and integration with other enterprise systems.
• Proficiency in using document control tools and software, such as SharePoint, Aconex, or Documentum, to manage document workflows, version control, and access permissions.
• Knowledge of information governance, data protection regulations, and compliance standards such as ISO 9001, ensuring that document control practices align with these requirements.
• Strong problem-solving skills and the ability to address challenges related to document accuracy, traceability, and compliance within the organization.
• Excellent communication and organizational skills, with the ability to collaborate effectively with project teams, stakeholders, and external partners to ensure that document control objectives are met.
• Relevant certifications such as Certified Records Manager (CRM), Certified Information Professional (CIP), or Electronic Records Management (ERM) certification are preferred.

Functional Competencies