Document Controller

Job Overview

The role involves managing and maintaining all documentation related to Third Party Services in alignment with organizational standards for projects, products, and services.

Key Responsibilities

• Maintain and regularly update both physical and digital documentation pertaining to Third Party Services for each site.
• Compile daily technical reports and Service Operations Manuals.
• Step in as Contracts Administrator during their absence.
• Gather and organize all contractor Site Safety documentation.
• Collect documents required for purchase order submissions.
• Provide administrative assistance including preparation of correspondences and department-related documents.
• Schedule meetings and coordinate reports with Contractors, Consultants, and Clients.
• Assist in developing and refining administrative systems for more efficient operations.
• Act as the liaison for contractors, managing receipt of invoices, service reports, and other submissions for managerial review.
• Process invoices according to company policies and forward them to Finance.
• Maintain a centralized filing system; update document tracking, validate, and report progress of document reviews.
• Archive, file, and distribute documents as necessary.
• Ensure secure storage of documents with precise recording to prevent losses and manage documented check-ins and check-outs.
• Regularly verify procurement and contract documents to confirm proper submission and receipt across departments.
• Ensure adherence to Standard Operating Procedures related to document submission and storage.
• Prepare Document Transmittals and manage the delivery and collection of documents from various departments.
• Implement and communicate processes to ensure easy accessibility of documentation.
• Perform additional duties as assigned by the direct manager.

Qualifications and Experience

• Bachelor's degree in any field.
• At least 3 years of experience as a Document Controller.
• Experience in the Facility Management sector is advantageous.
• Strong understanding of document control procedures related to contracts, subcontracts, and associated areas.