Controller, Document

Job purpose

Manage, organize, and control the flow of documents such as handling, updating, storage, and disposal; ensuring that all documents are safely and securely stored. Prepare reports, archive documents, and ensure seamless access across departments.

Functional responsibilities

Document management:

• Organize, store, retrieve, and distribute documents efficiently.
• Ensure documents are labeled, filed, and archived per company standards.
• Monitor revisions and remove obsolete versions.

Communication and collaboration:

• Facilitate communication between departments for smooth document exchange.
• Coordinate with project teams to meet deadlines and deliver documents on time.
• Support and train staff on document management systems.

Compliance and regulatory affairs:

• Stay updated on industry regulations related to document management.
• Ensure documents meet legal and regulatory requirements.
• Assist with documentation for audits and inspections.

System maintenance and improvement:

• Monitor document management system performance and suggest improvements.
• Troubleshoot software issues and provide solutions.
• Develop best practices for document control to improve efficiency.

Risk management:

• Identify document management risks and implement mitigation strategies.
• Establish backup and recovery procedures to protect documents.
• Collaborate with IT to ensure document security protocols are followed.

General responsibilities

HR proficiency:

• Collaborate with teams to get the work effectively achieved.
• Ensure effective communication with peers and managers and show openness to directions and feedback.

Delivery:

• Execute the planned activities to meet the operational and development targets as per delivery schedules.
• Use resources effectively to achieve objectives within efficient cost and time.

Problem-solving:

• Assist in solving any related issues that arise and escalate any complex operational problems.

Quality:

• Follow quality requirements and specifications for services, processes, or related activities.

Business process:

• Execute and comply with related tasks as per defined policies, procedures, and work instructions.

Health, safety, and environment:

• Adhere to all safety procedures and regulations.

Qualification

Diploma in Business Administration

Experience

Fresher - 0-2 years

Skills

• Document filing
• Document management
• Document preparation
• Confidentiality
• Ad hoc reporting