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Document Controller
Whytematter are currently recruiting for an Document Controller for a client who are a well known renewable energy company. This role will become an integral part of their financial management strategy.
The Document Controller is responsible for managing, tracking, and organising all documents related to Residential Services contracts, ensuring that they are easily accessible, up to date, in compliance with relevant regulations and standards and uploaded to the required systems for each client. The role involves handling a wide variety of documents, from contracts and project files to correspondence and reports. The Document Controller ensures that the document management process is efficient and that documents are stored securely, with proper version control and access permissions.
Salary- £26K-£29K
Document Controller Job Description
The document controller should be the primary reference point for all documentation, including contractual documents, across all Residential Services projects.
Key Responsibilities:
4. Document Management: Maintain and manage all documents, ensuring proper organization, categorization, and filing in both physical and electronic formats.Implement and maintain an efficient document management system that ensures quick retrieval and storage of documents.Ensure that documents are reviewed, approved, and distributed in a timely manner according to project schedules.
5. Version Control: Maintain version control and document revision histories, ensuring that the latest versions of documents are available to all relevant parties.Track document revisions, ensuring that obsolete versions are archived or destroyed as per company policies.
6. Compliance and Security: Ensure all documents comply with relevant regulatory, legal, and company standards.Implement and monitor document security protocols to protect sensitive information and prevent unauthorized access.Ensure that documents are stored and handled in compliance with industry-specific regulations (e.g., ISO, GDPR).
7. Collaboration: Collaborate with delivery personnel, commercial manager and central business functions to provide documentation required for reporting, billing. ensure document control procedures are understood and followed.Work closely with project managers, engineers, and other stakeholders to manage project documentation.Facilitate document reviews and approvals with internal and external stakeholders.
8. Document Distribution: Distribute documents to relevant stakeholders as required, ensuring that they receive the correct and most up-to-date information.Manage the distribution of controlled documents to external parties, such as contractors and clients.
9. Audits and Reporting: Prepare and provide documentation for internal and external audits.Generate regular reports on document status, distribution, and compliance.Assist in the preparation of project documentation for submission to clients or regulatory bodies.
10. Training and Support: Train and support staff in the use of the document management system and best practices.Provide ongoing support to staff on document-related queries and issues.
11. Continuous Improvement: Continuously review and improve document management processes and systems to enhance efficiency and compliance.Stay updated on industry best practices and emerging technologies related to document control and management.
Qualifications:
12. Education: High school diploma or equivalent; a degree in business administration, information management, or a related field is preferred.
13. Experience: Proven experience in document control, records management, or a related role.Experience in industries such as construction, engineering, oil and gas, or manufacturing is an advantage.
14. Skills: Strong organisational and multitasking skills.Excellent attention to detail and accuracy.Proficiency in document management systems and client document software Good understanding of document control practices, version control, and regulatory requirements.Strong communication and interpersonal skills.Ability to work independently and as part of a team.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
What We Offer:
15. Competitive salary and performance-based bonuses
16. Comprehensive benefits package.
17. Opportunities for professional development and career advancement.
18. A dynamic and supportive work environment.