Document Controller

Job Purpose:

To monitor the day-to-day requirements related to the document control services for the Contracts & Procurement department including storage, upkeep, retrieval, version control, numbering, indexing and distribution of documentation to ensure compliance with Company’s defined document control protocols.

Document Management

• Receive, segregate, log-in and file all department-related documents as per department requirements to ensure proper archiving & retrieval.
• Distribute documents as per user list to ensure necessary action from the concerned department.
• Record all incoming and outgoing correspondence, specifications, minutes of meetings and other department documentation and file in accordance with the filing system.
• Conduct the registration, classification, storage, scanning, version control, tracking, filing and transmission of electronic files and physical paper copies, financial documents, invoices, and other controlled documents as required by the department.
• Operate the central filing units as required which includes receiving daily requests for withdrawal of files from various departments, checking for required authorization, retrieving files from filing unit, and recording file movement on file booking out cards, following up on borrowed files and ensures their prompt return.
• Ensure maintenance of a proper sequential numbering system in each and every document to ensure easy retrieval and management of information. Maintain an adequate and efficient filing system of all drawings, documents and agreements per company project filing system.
• Dispose old records and files only upon receipt of written instructions from respective department heads.
• Prepare outgoing transmittals for all reviewed /approved document and drawing submittals and send them to concerned or originating companies and update log.

Follow-up

• Review, check and compare the completeness of documents and follow up with various stakeholders to ensure the completeness of the archived folders.
• Update past information onto the system in order to organize and monitor department documents for benchmarking of new and old documents.