Documentation Controller Job Description

Job Title

Documentation Controller

Job Summary

The Documentation Controller is responsible for managing the organization's document control system by ensuring all technical, operational, and quality documents are accurate, up-to-date, properly stored, and distributed according to company procedures. This role supports compliance with regulatory requirements and company standards while maintaining document integrity throughout its lifecycle.

Key Responsibilities

• Manage and maintain document control systems and procedures.
• Review, track, and process incoming and outgoing documents.
• Ensure all documents meet company formatting and quality standards.
• Maintain document revision histories and version control.
• Distribute controlled documents to relevant departments and personnel.
• Archive obsolete documents in accordance with company retention policies.
• Monitor document approvals and ensure timely processing.
• Coordinate with project teams to collect, organize, and update documentation.
• Ensure compliance with regulatory, industry, and company documentation requirements.
• Prepare reports on document status, revisions, and compliance.
• Support internal and external audits by providing required documentation.
• Train employees on document control procedures when necessary.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Information Management, Engineering, or a related field.
• 2–5 years of experience in document control, records management, or administrative support.
• Experience with document management systems (DMS) and Microsoft Office Suite.
• Knowledge of ISO standards and document control procedures is an advantage.

Skills and Competencies

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in document management software.
• Problem-solving and analytical skills.
• Ability to maintain confidentiality of sensitive information.
• Team-oriented with the ability to work independently.

Working Conditions

• Office-based environment with occasional support for project sites.
• Standard working hours with flexibility during project deadlines.

Key Performance Indicators (KPIs)

• Document processing turnaround time.
• Accuracy of document revisions and version control.
• Compliance with document control procedures.
• Audit readiness and documentation quality.
• Timely distribution and retrieval of controlled documents.