Use this Document Controller job description template to attract qualified candidates for your organization.
A Document Controller is responsible for organizing, managing, and tracking company documents to ensure accuracy, compliance, and security. They play a critical role in document control systems across various industries, including construction, engineering, healthcare, and corporate settings.
A Document Controller ensures that all company documents are properly stored, maintained, and accessible. Their key responsibilities include:
- Managing and organizing digital and physical documents.
- Ensuring document accuracy and version control.
- Maintaining compliance with regulatory and quality standards.
- Retrieving and distributing documents as required.
- Collaborating with teams to maintain document security and accessibility.
Document Controller Job Description Template
We are looking for a detail-oriented Document Controller to oversee the management and security of company records and documentation. The ideal candidate will have strong organizational skills, an eye for detail, and experience in document control processes. If you have experience handling confidential records, maintaining compliance, and ensuring document integrity, we’d love to hear from you!
Roles & Responsibilities
- Manage the company’s document control system, ensuring efficient organization and retrieval.
- Ensure all documents are properly categorized, stored, and backed up.
- Maintain version control and ensure only the latest documents are accessible.
- Ensure compliance with regulatory and quality standards related to document management.
- Control access to confidential and sensitive documents.
- Collaborate with various teams to support document control needs.
- Perform regular audits to ensure document accuracy and completeness.
- Assist in the implementation of electronic document management systems (EDMS).
- Train staff on document control policies and best practices.
- Prepare reports on document control activities and present findings to management.
Requirements & Skills
- Bachelor’s degree in Business Administration, Information Management, or a related field.
- Proven experience as a Document Controller or in a similar role.
- Familiarity with document control software and databases.
- Knowledge of regulatory requirements related to document management.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to handle confidential information with discretion.
- Proficiency in Microsoft Office Suite and document management systems.
- Effective communication and team collaboration skills.
Who do Document Controllers report to?
Document Controllers typically report to:
- Project Manager
- Quality Assurance Manager
- Operations Manager
- Compliance Manager
How to Assess Document Controller Skills Effectively?
Candidates may list document management experience on their resumes, but assessing their actual ability to organize, store, and secure critical records before the interview is crucial. A structured Document Controller assessment ensures you hire professionals who can maintain data integrity, follow compliance standards, and manage document workflows efficiently.
Here’s how you can assess Document Controller proficiency effectively with WeCP:
- Document Management & Organization – Test candidates on their ability to store, retrieve, and classify documents systematically.
- Version Control & Compliance – Evaluate their capability to track document changes, ensure accuracy, and follow regulatory requirements.
- Attention to Detail & Accuracy – Assess their skills in reviewing documents, identifying discrepancies, and maintaining data consistency.
- Software Proficiency – Check their experience with document management systems (DMS) like SharePoint, OpenText, or industry-specific tools.
- Security & Confidentiality Handling – Ensure they understand data protection protocols and can safeguard sensitive company information.
With WeCP’s Document Controller assessments, you can efficiently filter out underqualified candidates, streamline the hiring process, and ensure high-quality hires who can maintain organized, secure, and compliant document workflows.
Post it on job boards and career pages to find professionals who can manage, organize, and maintain company documents efficiently. Feel free to customize the job duties and requirements based on your company’s needs. Similar job titles include Records Manager, Document Specialist, and File Administrator.
