Office executive (document controller)

Responsibilities:

• Develop, implement, and maintain effective document control procedures to manage documents throughout their entire lifecycle.
• Receive, review, and process incoming documentation, ensuring accurate labeling, cataloging, and filing in the designated systems.
• Collaborate with internal teams to ensure timely distribution of documents to relevant stakeholders.
• Track and monitor document revisions, approvals, and version histories to maintain data integrity.
• Maintain both electronic and physical document repositories, ensuring accessibility and proper security for authorized personnel.
• Coordinate with external clients, vendors, and partners to facilitate efficient and accurate document exchange.
• Conduct regular audits to verify the accuracy, completeness, and compliance of document records.
• Create and maintain standardized templates, forms, and document control formats to ensure consistency.
• Provide training and guidance to team members on document control systems, workflows, and best practices.
• Enforce data protection policies and confidentiality standards to safeguard sensitive information.
• Generate and analyze document control reports, highlighting key performance indicators and improvement opportunities.
• Stay informed about industry standards, technologies, and regulations related to document management.

Qualifications:

• Bachelor’s degree in a relevant discipline or equivalent professional experience.
• Proven experience as a Document Controller or in a similar document management role.
• Strong command of document management systems and related software tools.
• Exceptional attention to detail and strong organizational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to work effectively both independently and within a team-oriented environment.
• Strong analytical and problem-solving abilities with adaptability to evolving business needs.
• High ethical standards and discretion in handling confidential information.

Job Type: Full-time

Work Location: In person