Document Controller

Job Description

HRSI is seeking a detail-oriented Document Controller to manage and safeguard all project and company documents, both electronic and hard copies. In this role, the Document Controller ensures that documents are properly registered, classified, distributed, and archived according to company policies and client requirements. The ideal candidate systematically maintains document numbering, version control, and revision management to guarantee document accuracy and integrity throughout the project lifecycle. This position demands close coordination with various departments, including project managers, engineers, and quality assurance teams, to facilitate smooth document workflows and timely distribution of critical information. The Document Controller plays a crucial role in maintaining confidentiality and security of sensitive data, preparing document status reports, and supporting internal and external audit processes. A strong understanding of document control procedures, quality management systems, and industry-specific experience, especially in sectors such as construction, engineering, manufacturing, or oil and gas, is highly valued. This role requires excellent organizational skills and the ability to manage information efficiently without managing a team.
Responsibilities
 

• Maintain and manage all project and company documents, including electronic and hard copies, ensuring accuracy and confidentiality.
• Register, classify, distribute, and archive all incoming and outgoing documents following company policies and client standards.
• Implement and monitor proper document numbering, version control, and revision management to maintain document integrity.
• Oversee document review and approval workflows to ensure timely processing and compliance with quality management systems.
• Update and maintain document registers, logs, and tracking systems to provide accurate status and retrieval information.
• Coordinate with project managers, engineers, quality assurance, and other departments to facilitate smooth document exchange and compliance.
• Maintain document confidentiality and security, ensuring sensitive information is handled according to company standards.
• Retrieve and distribute documents promptly upon request, supporting operational efficiency and project deadlines.
• Prepare comprehensive document status reports and assist with internal and external audits to demonstrate compliance with document control procedures.
• Archive completed project documents according to company retention policies to support future reference and legal requirements.

Job Skills