Document Controller Job Description: Top Duties and Qualifications

A Document Controller, or Information Document Controller, prepares and manages business documents. Their duties include creating documents, filing these documents and making document revisions.

 

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Document Controller duties and responsibilities

Document Controllers prepare files prior to an agency’s use. Their tasks vary day to day but often include the following duties:

  • Creating document templates
  • Converting information from project teams into user-friendly documents 
  • Numbering and labelling documents for identification and reference
  • Scanning, copying and distributing documents to project team members and stakeholders
  • Tracking documents to maintain confidentiality
  • Reviewing documents and making revisions for accuracy
  • Liaising with project team members to ensure documents meet requirements
  • Training document specialists and other employees on document systems

 

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Document Controller Job Description Examples:

 

Example 1

*Document Controller – Maternity COVER* *Inflite THE JET Centre LTD* *Stansted* *ESSEX* Inflite The Jet Centre have an exciting opportunity for a Temporary Document Controllerto join their team based in Stansted, Essex. It is anticipated that this position will be until September 2021. Job Title: *Document Controller - Maternity Cover until September 2021* Location: Stansted, Essex Your main duty will be to ensure the continued updating of the company maintenance planning system (WINGS) and processing of maintenance work packages from Customer PO all the way through to return of completed paperwork. The Document Controller positions is on a rotating shift pattern of 4 days on 4 days off. *Document Controller *- Main Responsibilities: * *Document Control*: The control and collation of Inflite and Customer maintenance scheduled and unscheduled documents, to ensure company procedures are adhered to in respect of national requirements. * *Data Input*: The entering of maintenance work cards on the company’s MRP system, during maintenance inputs, and the continual updating of non-routine work cards when maintenance is in progress. * *Scheduled Maintenance Layout: *The categorising and racking of all input scheduled work for shop floor attention. * Work Packs: *The generation and closure of company work packs (line maintenance and base maintenance inputs) * *Return of Completed Work Packs: *Arranging shipping of completed work packs to Operators within the contracted timescales. * *Engineer Support: *The documentation support for shop floor based engineers, providing both customer and company policy information and documents. * *Quality Control: *Inspecting all completed maintenance work cards and ensuring that all company work packs are completed in accordance to customer regulations and company standards. * *Commercial Dept. Support: *Liaison with Commercial Department, when necessary in regards to completed work packs * *Tech Services Support: *Providing a liaison between Technical Services and shop floor engineering. * Perform any other duties within your capabilities as directed by the Company *Document Controller* - Skills and Experience Required: * Must drive with own car as the location is not accessible without a car * Excellent communication skills * Good keyboard skills and a competent computer user * Educated to GCSE level with grade C passes in English and Maths * Experience within Aviation or a Technical background would be an advantage * The ability to work to a high standard under pressure To submit your CV for this exciting *Document Controller* opportunity, please click ‘Apply’ now. Job Types: Full-time, Temporary Benefits: * On-site parking Schedule: * 12 hour shift Work remotely: * No

Example 2

We are looking for an experienced and technically minded person to perform a variety of administrative and clerical duties. The ideal candidate will have excellent computer proficiency, and a strong working knowledge of MS Office; especially Excel. * Answer and direct phone calls * Logging, issuing, receiving and distributing documents to the correct department using various online portal systems/local databases * Updating and managing alerts via Monday.com project planner * Organize and schedule appointments * Write and distribute email and forms * Develop and maintain a filing system * Update and maintain office policies and procedures * Order office supplies and research new deals and suppliers * Maintain contact lists * Provide general support to visitors * Act as the point of contact for internal and external clients * Handle requests and queries from senior managers Requirements: * Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant * Knowledge of office management systems and procedures * Working knowledge of office equipment, like printers and scanners * Proficiency in MS Office (MS Excel in particular) * Excellent time management skills and the ability to prioritize work * Attention to detail and problem solving skills * Excellent written and verbal communication skills * Strong organizational skills with the ability to multi-task Expected start date: 28/06/2021 Job Types: Part-time, Permanent, Apprenticeship Salary: £12,000.00 per year

Example 3

Building the present, creating the future Role: Document Controller BAM Nuttall are currently involved in a major energy project in the South West (Hinkley Point C), delivering reinforced concrete, bulk earthworks and infrastructure on one of the UK’s largest projects. We currently require an experience Document Controller to join the team working in project office near Bridgewater, Somerset. Your mission Working under the guidance and direction of the Senior Document Controller and / or Document Control Manager, you will be responsible for: Receive documents in data, electronic format. Establish and maintain computer-based document filing systems. Review and distribute documents in line with agreed departmental procedures. Maintain accurate computer-based records, logging distributed documents. Process responses to documents issued. Chase responses to documents issued where required. Administer requests for information. Conduct periodic archiving. Remain up to date with all company policies and procedures, industry legislation and guidance applicable to your subject field. Carry out other relevant duties as required from time to time. Taking ownership for the work assigned to you. Who are we looking for? Successful experience of working in a general administration support role or field of expertise. Demonstrable knowledge and experience of operating IT systems, [website] Microsoft Word, Excel, Outlook and/or dedicated Electronic Document Management Systems such ProjectWise or Business collaborator What’s in it for you? Attractive salary and benefits package, including pension; private healthcare; life assurance; one volunteering day and two wellbeing days per year - in addition to 26 days holiday allowance. Continued personal, professional, technical and leadership development. BAM Nuttall is committed to equality of opportunity in all its employment practices, and to developing policies that support work-life balance. Who are we? BAM Nuttall is one of Royal BAM Group’s ten operating companies. One of Europe’s largest contractors, along with BAM Construct UK and BAM PPP in the UK, we offer safe and secure employment and opportunities for our people to develop exceptional skills and experience, and harness innovation to build sustainable infrastructure. We work collaboratively, forming strong alliances with our customers, supply chain and industry. As a well-run profitable business, we aim to achieve a net positive impact on society and the planet. Our heritage lies in changing cities towns and communities for the better. Acting as a responsible employer and partner has shaped who we are. People are at the heart of what we do at BAM. We recognise that creating a diverse and inclusive environment that nurtures our employees and encourages them to bring their best and whole self to work is crucial. We’re on an exciting journey to get us there by recruiting the very best talent to join us regardless of race, colour, religion, national or ethnic origin, sexual orientation, gender identity or expression, age, disability or other Be you! Join us today, so we can achieve amazing things together and build a sustainable tomorrow. Experience : Experienced

Example 4

Select Interiors Limited are currently looking to take on a position of a Document Controller. A fantastic long term opportunity for a driven candidate to join one of the UK’s leading dry lining contractors. Roles Include: * Controlling company and project documentation * Scheduling, ordering and booking materials * Liaising with senior site team on a day to day basis on schedules and orders * Reviewing, updating and uploading new H&S documentation * Logging and reporting of environmental data * Logging of operatives site hours Key Skills Req: * Construction background preferable but not essential * Good IT Skills * Customer service skills * Organised * Be thorough and pay attention to detail * Must be able to drive Reference ID: Document Job Types: Full-time, Permanent Salary: per year Schedule: * Monday to Friday Work remotely: * No

What does a Document Controller do?

Document Controllers work in sectors involving design and engineering. They work in construction, aviation, energy, pharmaceutical and defence industries. They turn information produced by technical teams and department representatives into usable files. They work with electronic and hard copy documents. After creating documents, Document Controllers distribute and file them as required. They review completed documents and revise them to reflect new changes. When documents reach the end of their life cycles, Document Controllers archive them. 

Document Controllers manage the flow of information throughout businesses. Their work ensures that relevant employees always have accurate information. During large projects, Document Controllers provide a valuable link between project team members in other departments, including finance and engineering. Their job allows other project participants to focus on their respective roles.

 

Document Controller skills and qualifications

The Document Controller should have Creating document control numbers (DNCs) skills. A successful Document Controller candidate will have various prerequisite skills and qualifications that include:

  • Knowledge of Microsoft Office software, especially Word, Excel and Outlook or similar programmes
  • Understanding of document control systems such as ASITE, BIW or 4projects
  • Verbal and written communication skills
  • Clear and efficient numbering and labelling skills
  • Typing accuracy and efficiency
  • Attention to detail to ensure documents are accurate and made to specifications
  • Filing and organisation skills for document storage
  • Industry-specific technical knowledge, including understanding of industry terms, policies and processes

 

Document Controller experience requirements

Many employers prefer Document Controllers with experience in the field they’re applying for. However, Junior Document Controller roles are entry-level positions requiring no specific experience. Time spent in unrelated roles within the same sector teaches aspiring Document Controllers about project lifecycles and industry terms. Some businesses prefer candidates with administrative experience.

 

Document Controller education and training requirements

There are no educational prerequisites for being a Document Controller. Many Document Controllers learn their roles through on-the-job training programs. However, completing National Vocational Qualifications (NVQs) in Document Control can help candidates secure work. Relevant professional certification are also a plus. Many businesses prefer candidates who have completed online or face-to-face certification courses in Document Control or Document Management.

 

Document Controller salary expectations

According to Indeed Salaries, the average salary for a Document Controller is £27,349 per year. A Document Controller’s location, industry and experience all impact earnings.

 

Job description samples for similar positions

If a Document Controller job description doesn’t match you your specific job role needs,  similar roles include :

 

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Document Controller job description FAQs

 

What qualities make a good Document Controller?

Document Controllers often work alone, so they should be independent people with good initiative. Since Document Controllers deal with sensitive information, they should also be trustworthy people. They must be reliable and detail-oriented as their role involves facilitating accurate communication across projects. They must also be focused and able to work efficiently but, accurately to meet their deadlines.

 

What is the difference between a Document Controller and a Documentation Specialist?

Document Controllers and Documentation Specialists both work with documents. However, Documentation Specialists simply store and catalogue finished documents. Document Controllers also file documents, but have a more hands-on role developing and altering documents.

 

Who does a Document Controller report to?

In most organisations a Document Controller reports to the Project Manager. The Project Manager communicates document requirements and shares information prepared by a project team. Document Controllers can also report to senior staff in finance, safety and compliance departments.

 

How can you make your Document Controller job description stand out?

Concise job descriptions can immediately engage applicants. Include important details about the Document Controller position and what qualities the ideal candidate should have. Consider which details really matter. Rephrase wordy sentences to make them brief and impactful. Bullet points can be easily skimmed and can communicate a lot of information. When you write the description, imagine speaking directly to your candidate.  This will help your content to have more personality. Include details about your unique corporate culture and highlight any job benefits.

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