The Document Controller plays a pivotal role in the Utilities sector, ensuring that all documentation is effectively managed and maintained. This position is critical for the organization as it supports various projects and operational activities by providing accurate and timely documentation management. The Document Controller will be responsible for overseeing the document lifecycle, from creation and revision to archiving and retrieval. This role requires an individual who is detail-oriented, organized, and capable of working in a fast-paced environment. The ideal candidate will work closely with project teams to ensure that documentation meets corporate standards and regulatory requirements.

Responsibilities:

1. Manage and maintain all project documentation, including contracts, specifications, reports, and correspondence.
2. Ensure that all documents are correctly filed and easily retrievable, adhering to the company’s document control procedures.
3. Coordinate with project teams to collect, review, and distribute documentation in a timely manner.
4. Implement and maintain a document tracking system to monitor the status of documents throughout their lifecycle.
5. Conduct regular audits of documentation to ensure compliance with internal and external standards.
6. Provide training and support to staff on document control processes and tools.
7. Assist in the preparation of project reports and presentations by compiling relevant documentation.
8. Work closely with quality assurance teams to ensure that all documents meet quality standards.
9. Facilitate the archiving process for completed projects, ensuring that all documentation is preserved for future reference.
10. Respond to inquiries regarding document status and provide support to stakeholders as needed.

Preferred Candidate:

1. Strong organizational skills with a keen attention to detail to manage large volumes of documentation.
2. Excellent communication skills, both written and verbal, to interact effectively with team members and stakeholders.
3. Proficiency in document management software and Microsoft Office Suite, particularly Excel and Word.
4. Ability to work independently and manage multiple tasks efficiently under tight deadlines.
5. Experience in the utilities or public sector is highly desirable.
6. Strong analytical skills to assess document quality and compliance with regulations.
7. Proactive and solution-oriented mindset to identify and resolve document-related issues.
8. Ability to adapt to changes in processes and technologies related to document management.
9. Team player with a collaborative approach to working with cross-functional teams.
10. Commitment to continuous improvement and professional development in document management practices.

Skills

• Document Management: Expertise in managing the entire lifecycle of documents, ensuring they are organized, accessible, and compliant with regulatory standards.
• Attention to Detail: Ability to meticulously review documents for accuracy and completeness, which is essential for maintaining high-quality standards.
• Communication Skills: Strong verbal and written communication skills to effectively convey information and collaborate with team members and stakeholders.
• Technical Proficiency: Familiarity with document control software and tools, as well as proficiency in Microsoft Office Suite, particularly Excel for tracking and reporting.
• Organizational Skills: Strong capability to prioritize tasks and manage multiple projects simultaneously, ensuring deadlines are met without compromising quality.