Documents Controller

Lapu-Lapu City, Cebu, Philippines
457 days ago

Description

As a Documents Controller, you will play a crucial role in managing and organizing the flow of documents within our organization. Your responsibilities will include maintaining accurate records, ensuring proper document storage, and facilitating efficient document retrieval when needed. You will collaborate with various departments to establish document control processes and promote compliance with document management procedures.

Requirements

  • Bachelor's degree in Business Administration, Records Management, or a related field, (or equivalent experience).
  • With or without experience in document control or records management.
  • Strong attention to detail and organizational skills.
  • Excellent communication and collaboration abilities.
  • Knowledge of document security and compliance regulations (if applicable to the industry).
  • Proficiency in using office software and document editing tools.

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Responsibilities

  1. Document Management:
    • Receive, log, and organize incoming documents, including digital and hard copies.
    • Ensure the accurate filing and storage of documents according to established procedures.
  2. Version Control:
    • Manage document versions and revisions to maintain up-to-date records.
    • Implement a systematic naming and numbering convention for documents.
  3. Document Retrieval:
    • Facilitate easy and timely retrieval of documents as requested by authorized personnel.
    • Maintain an efficient tracking system for document requests.
  4. Quality Assurance:
    • Conduct regular quality checks to verify the accuracy and completeness of documents.
    • Ensure documents adhere to relevant standards and formatting requirements.
  5. Security and Access Control:
    • Implement access controls to safeguard sensitive documents.
    • Train employees on document access and security protocols.
  6. Compliance:
    • Monitor and enforce compliance with document management policies and procedures.
    • Assist in audits and compliance reviews related to document control.
  7. Collaboration:
    • Work closely with various departments to establish document control best practices.
    • Provide guidance and support to employees regarding document management.
  8. Record Keeping:
    • Maintain an organized and secure repository of historical documents.
    • Oversee the disposal of obsolete documents in compliance with retention policies.
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