Document Controller

4 days ago

Karachi, Sindh, Pakistan The Citizen Foundation Full time

The Document Controller is responsible for establishing and maintaining the document control system for the engineering department, ensuring proper storage, retrieval, and distribution of information across teams via platforms such as SharePoint. This role supports smooth project execution, regulatory compliance, and effective stakeholder communication, directly contributing to the NGO's mission of building schools by ensuring projects are well-documented and efficiently managed.

1. Document Control & Management
  • All filing tasks will be the Document Controller's responsibility.
  • Improve document control processes to reduce reliance on paper.
  • Establish and maintain a structured document filing system for seamless access and retrieval.
  • Develop and enforce reference numbering protocols for consistency and traceability.
  • Receive, register, distribute, and track project-related documents, including technical drawings, contracts, reports, specifications, and meeting minutes.
  • Implement and enforce strict version control processes, ensuring only the latest versions are accessible to stakeholders.
  • Maintain compliance with regulatory requirements, internal policies, and ISO standards.
  • Facilitate efficient information flow by coordinating document exchange between internal teams, vendors, and external stakeholders.
  • Ensure proper page numbering, indexing, and categorization of documents for easy retrieval.
  • Ensure that all digital documents remain secure and confidential.
  • Track all document revisions, noting revision numbers, reasons for changes, and obtaining sign-off from the responsible person or sectional head.
2. Digital Document Management & Collaboration
  • Administer and optimize document management systems (e.g., SharePoint, Aconex, Procore) to ensure real-time access and seamless collaboration.
  • Develop user guidelines and ensure employees are well-versed in document management best practices.
  • Implement access control measures to safeguard confidential and sensitive documents.
  • Ensure historical document records are securely archived for future reference.
3. Documentation and Report Preparation
  • Assist in the preparation, generation, and systematic storage of reports and project documentation.
  • Ensure the accuracy and timely delivery of project reports, compliance documents, and technical manuals.
  • Continuously review and update documentation to reflect the latest policies and process changes.
4. Training and Support
  • Conduct regular training sessions for staff to ensure compliance with document control procedures.
  • Provide guidance on document management software and tools to enhance efficiency across departments.
5. Document Flow and Distribution
  • Establish protocols for streamlined document flow across departments.
  • Track and manage document distribution, ensuring timely access for relevant stakeholders.
  • Develop standardized templates for reports and documents to improve efficiency and consistency.
6. Project and Task Management
  • Effectively handle multiple tasks while ensuring all document-related deadlines are met.
  • Act as a liaison between project management teams and document control functions to enhance coordination.
7. Compliance, Archiving, and Continuous Improvement
  • Maintain secure, well-organized archives for project documents, ensuring future accessibility.
  • Conduct periodic audits to assess document control effectiveness and identify areas for improvement.
  • Recommend and implement process enhancements to optimize document control workflows.
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