Document Controller Job Description: Top Duties and Qualifications

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Document Controller job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

  • Document Manager
  • Document Control Specialist
  • Document Controller (Part-Time)
  • Document Controller (2 Years’ Experience)
  • Document Controller (Construction)
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Document Controller Job Description Examples:

 

Example 1

Job Title: Document Controller, Junior Department: Document Control Industry: Gas Industry, including upstream / midstream and LNG Location: Surrey, British Columbia Position Type: Full- Time Regular We’re looking for new talent to join our team as we work towards the future of the Natural Gas and LNG industries. Solaris-MCI is an established, growing engineering, procurement, and construction management company who specializes in the design of gas plants, compression facilities, metering stations, and pipeline laterals. By building relationships, driving results and serving every client need, we are changing the face of engineering. Our culture is diverse and inclusive, valuing individual contributions for the benefit of all. The result is a workforce that strives to appreciate the needs of the present without compromising the ability of future generations to meet their own needs. Solaris’ ICARE values drive every individual at Solaris, translating into an inclusive spirit, bringing a diversity of backgrounds together, encouraging learning, teaching and the advancement and the well-being of all. We are currently seeking a Junior Document Controller to support our dynamic team. As an integral member of the team, you will have an opportunity to perform inputting various project information and supporting day-to-day functions for the Document Control team. You will have the opportunity to assist in the overall organization and maintenance of all company documents. This position is an entry-level role but with time and for the right candidate has the potential to grow into other and more diverse areas of the department. Receives, logs, tracks, files, and monitors paper and electronic engineering drawings, vendor supplied documentation, and other technical correspondence Responsible for setting up document control records, archiving project information, and preparing equipment data books Prepares photocopies and runs prints of engineering drawings Responds to internal and external drawing and document requests and submissions Generates and distributes reports as required by project Handles file drawings and documents by processing engineering drawing turnovers, electronically scanning documents, and maintaining data files Uploads documentations to SharePoint site and inputs the correct META data Sets up and assembles project data books Performs File Transfer Protocol (FTP) or similar site uploads and downloads Interacts with engineering disciplines to handle the processing and the issuance of client engineering documentation and vendor information Ensures that all documentation is consistent and adheres to internal standards Archives all Project Documentation at Project Close-out Skills and Qualifications: Completion of high school and / or related certificate / technical diploma 1-3 years of data entry, administrative, and/or document control experience Open-minded with the ability to follow instructions and work under direct supervision Good communication and interpersonal skills with the ability to work in a team and interface with engineering disciplines Good follow-up skills with the ability to perform effectively in a fast-paced environment Highly organized with strong attention to detail and accuracy Ability to perform in high pressure environment and meet timelines Basic working knowledge (or willingness to learn) engineering terminology and ability to understand information on drawings, documentation, and engineering document management systems Intermediate proficiency with Microsoft Office software products, Microsoft Share Point services, Live Link and On Track software Experience in a technical environment or with an Engineering, Procurement and Construction Management (EPC) company would be considered an asset Experience with various File Transfer Protocol (FTP) or similar to sites To ensure the safety of our staff in the office and job sites, we have established strict procedures and guidelines by practicing work safety plans and social distancing. As an essential service provider, we’ll continue to follow the government COVID-19 guidelines and adjust our plans as necessary. At this time, we are allowing all staff to work from home and office as needed. As we welcome new members in the team, our commitment to safety remains for all our staff. NOTE: Thank you for your interest in Solaris Management Consultants Inc. Only shortlisted candidates will be contacted for an interview. Due to the volume of applications, we receive, we are unfortunately unable to respond to every submission or follow-up. Please note that to comply with Canadian Law, all candidates being offered a position with Solaris Management must be legally entitled to work in Canada. We wish you all the best in your career search!

Example 2

We have a temporary full-time opportunity based at our client site, 45-minutes west of Edmonton. Anticipated start date is mid-August with an expected duration of one year (possibility of extension). Successful candidate is a results-oriented, motivated self-starter with a minimum of 2-years major construction project site experience and the following skills and experience. Provide document distribution and record-keeping support to projects; distribute electronic and hard copy project documents between Company, Client, and 3rd Party (Vendors and Suppliers) stakeholders. Process incoming/outgoing Access external site. Copy files to a local location. Print and/or plot locally or submit to external party. Organize hard copies. Replace old revisions. Support Construction staff with additional tasks. Upload documents to project SharePoint site. Maintain a current set of Check document submitted by contractors, to be issued to internal parties, for presentation consistency and compliance with established standards. Request documents, drawing numbers and equipment tag numbers on behalf of engineering disciplines. Organize filing of technical Participate in document control initiatives or data management tasks as directed. Keys for Success 2+ years major construction project site experience. Strong organizational skills, attention to detail; willingness and ability to excel in a flexible fast-paced environment. Anticipating change, managing shifting priorities in a multi-tasked environment, and successfully meeting project deliverables and timelines. Hands-on experience creating and managing TDC Management Software with an understanding of the methodologies used within an Engineering, Construction or Owner environment. Effective communication with staff and external vendors at all levels. Ability to anticipate project needs and work independently with minimal supervision. Solid working knowledge of Outlook, Word, Excel; Burns & McDonnell and SharePoint experience an asset. Effective communication skills in English (verbal and written). Required Post-secondary (business, records management or related) or a combination of education and experience. Valid driver’s license with an acceptable driver’s abstract (work site located 45-minutes west of Edmonton). Join Our Team and Discover Entrepreneurial spirit that values family and encourages diversity. Enduring relationships built on a foundation of quality engineering, trust, effective communication, and respect. Stimulating, fast paced, and challenging work atmosphere with the opportunity to contribute to diverse projects. Canadian-owned and operated company focused on delivering value and fit-for-purpose approaches and systems. Employment Type: FULL TIME, Temporary Locations: Head Office 103 Portage Close Sherwood Park, Alberta Canada T8H 2R5 Posted: Monday, June 21, [phone number]Expiration Date: Sunday, July 25, [phone number]

Example 3

Glencore is one of the world’s largest globally diversified natural resource companies and a major producer and marketer of more than 90 commodities. Our operations comprise around 150 mining and metallurgical sites, oil production assets, and agricultural facilities – supported by a network of more than 90 offices located in over 50 countries. We employ approximately 160,000 people including contractors and we provide people with the opportunity to develop and grow their expertise and the confidence to grow their careers. *About the role: * The incumbent will be the contact person for all documents pertaining to Glencore Zinc major capital project studies. *More specifically, you will be expected to: * * Receive, track and monitor documentation; * Effectively manage all data and documents repository and databases; * Create document templates; * Ensure document control procedures and policies are followed and provide suggestions for improvement when necessary; * Facilitate the migration of existing Project data to the new Business Document Framework; * Monitor, audit and report on non-compliances; * Maintain document control systems to an auditable standard; * Interfaces with the project management team & finance and operational assets department to review project deliverables costs and support external audits. *What you offer* * Experience with Content/Document Controls concepts such as project initiation, planning, execution, monitoring & controlling, and closeout; * Experience creating and controlling large content repositories; * Understanding of the mining sector, or the resource industry. Experience with operating industrial sites and project study work would be an asset; * Previous experience working for a professional services company / consulting office / mining company in a similar role; * Ability to adjust your work schedule so you can collaborate with colleagues located in different time zones when required. *The ideal candidate...* * Bachelor's degree in Business Administration or any other related field and/or experience; * 3+ years of experience in document control and record management (including meta-data management, information quality management, information security management and document and content management); * Ability to manage competing priorities and deliver results in ambiguous situations; * Recent experience with document control systems (preferably M-Files); * Ability to work independently and strong attention to detail; * Exceptional organizational skills; * Proficiency in Project Management Systems (Primavera, MS Project, Aconex - would be an asset) * Willingness to travel internationally as necessary, typically around 10%; * Knowledge of French will be highly regarded. Reference ID: VL[phone number]Job Types: Full-time, Permanent Salary: per year Experience: * Document control: 2 years (preferred) Language: * English (preferred) * French (preferred)

Example 4

*Are you ambitious and ready for a challenge? If you’re looking for a company that appreciates your contributions, encourages initiative and creativity, Capital Engineering is a perfect fit. Our collaborative culture allows you to make a difference and be a key part of the team. Capital Engineering is a multi-discipline engineering firm that provides a full spectrum of engineering services for the oil sands, petrochemical industries, utilities and oil & gas sector throughout Alberta. Our adaptability and depth of knowledge allows us to excel at project management, sustaining capital projects and construction support. Whether in the field or back at our home office, we ensure that we maintain the highest standards in quality and safety.* *We are looking for an Intermediate/Senior Document Controller to join our team. * *What is the role?* * Accurately and efficiently process vendor/engineering documents to be issued to vendors/clients; * Issue and track number requests to clients; * Assist project teams in locating client documentation as required; * Maintain a working knowledge of all client document control standards, client databases, and maintain updated client specific manuals for reference; * Understand and prioritize workload through communication with Project Managers and Document Control Lead; * Oversee and assist with Project close-outs. *If you have experience in Document Control, we want to hear from you!* *What we are looking for: * * Operations Document Control experience is an asset; * Intermediate Microsoft Office (Word and Excel) skills; * Self-starter with keen attention to detail and the ability to organize and manage multiple tasks; * Excellent interpersonal, communication and planning skills to effectively meet the needs of clients in a timely manner as well as the ability to establish positive working relationships in a team environment; * Previous Document Control experience in an EPC environment is required. *What’s in it for you?* * Be part of a team that has been recognized nine times as one of Canada’s “Top 50 Best Workplaces”; * Capital is a company that values safety – we have worked 17+ years Lost Time Injury Free (since April [phone number]); * Excellent compensation and a comprehensive benefits plan, including RRSP matching plan, sick leave, 100% company paid health benefits premiums and EFAP program; * Work life balance with several available flexible work schedules; * Excellent work environment with modern office facilities, free parking, conveniently located near amenities and public transit. Our office includes a games room and gym facility with change rooms and showers; * Opportunities to participate in many sponsored events, including Edmonton and Area Corporate Challenge. *This is a full-time permanent position located in Edmonton. * Capital Engineering is an equal opportunity employer, and we thank all applicants for submitting their resume. However, only those candidates considered for employment will be contacted. Job Type: Permanent Benefits: * Casual dress * Company events * Dental care * Disability insurance * Employee assistance program * Extended health care * Flexible schedule * Life insurance * On-site gym * On-site parking * Paid time off * RRSP match * Vision care Schedule: * 10 hour shift Work remotely: * Temporarily due to COVID-19

Document Controller job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Document Controller job summary

Our construction company focuses on residential and apartment construction. We are seeking a Document Controller to maintain records and oversee document control for regulatory and legal compliance. The job is primarily clerical. The ideal candidate must be a self-starter, capable of working well both independently and in teams. The Document Manager should be detail-oriented and comfortable communicating all issues clearly to the supervisor. Experience in software programs such as CAPSYS Capture, FileMaker Pro and Xerox DocuShare is a big plus. Preference will be given to those with experience in the construction industry. Candidates should have a degree in Computer Science or a related field.

Document Controller responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

  • Collect, scan and upload documents following set procedures
  • Ensure all technical documents, such as reports, drawings and blueprints, are collected and registered in system
  • Use SmartSolve Document Management for everyday operations, maintenance and quality control
  • Notify personnel of updated document versions and how to access them
  • Print and distribute documents as necessary
  • Work with documents and records across various departments, including human resources, marketing and construction

Document Controller qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

  • Associate degree or higher in Computer Science, Business Administration or similar field
  • Knowledge of SmartSolve Document Management and document capture/image capture systems
  • Minimum of 2 years’ experience in document or records management
  • Experience working with many file types
  • Ability to find and preserve paper documents
  • Basic understanding of construction documents
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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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