Document Organisation Specialist

2 days ago

Melbourne, Victoria, Australia beBeeDocumentController Full time
About the Role

We are seeking a highly organized and detail-oriented Document Controller to join our team. The successful candidate will play a critical role in ensuring the effective management and organization of essential documentation within our organization.

As a Document Controller, you will be responsible for overseeing the entire lifecycle of documents, from creation to archival, ensuring accuracy, accessibility, and compliance with regulatory standards.

Key Responsibilities:
  • Manage the creation, review, distribution, and retention of documents, including technical specifications, reports, contracts, and correspondence.
  • Maintain version control for all documents, ensuring up-to-date versions are accessible to authorized personnel, while obsolete versions are archived or discarded.
  • Develop and implement a standardized system for organizing and classifying documents, ensuring they are easily searchable and retrievable for relevant stakeholders.
  • Conduct regular audits to verify document accuracy, completeness, and integrity, flagging discrepancies or inconsistencies for corrective action.
  • Ensure adherence to regulatory requirements, industry standards, and organizational policies governing document management, including data privacy and confidentiality protocols.
  • Facilitate collaboration among teams by providing timely access to relevant documents, coordinating document reviews, and managing document workflows as required.
  • Provide training and support to staff on document management procedures, tools, and best practices, promoting a culture of compliance and efficiency throughout the organization.
  • Identify opportunities for process optimization and system enhancements to streamline document management workflows and improve overall efficiency and effectiveness.
Requirements
  • Proven experience in document control or records management, ideally within a regulated industry such as engineering or construction.
  • Proficiency in document management software and systems, with a strong understanding of metadata, indexing, and document retrieval techniques.
  • Excellent organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively.
  • Strong communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and convey complex information clearly and concisely.
  • Certification in document management or records management is advantageous.
Benefits

This role offers a unique opportunity to contribute to the success of a growing organization and work in a dynamic environment. If you are a motivated and detail-oriented professional looking for a challenging opportunity, please submit your application.

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