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South Africa: Document Controller

South Africa: Document Controller

Posted on 2025-06-21 00:00:00

Employer Unspecified
Category Admin / clerical / secretarial
Location ZA  / South Africa

Job Summary

DOCUMENT CONTROLLER PROJECTS R18 000 – R23 000 As a Document Controller you will be responsible for managing and organizing all project-related documents, ensuring accurate version control and maintaining compliance with company standards and regulations. This involves creating, storing, distributing, and archiving documents, as well as tracking and reporting on revisions, approvals and relevant information. You will also play a crucial role in ensuring document security and integrity. 1. Key Responsibilities: Document Management: Organizing, classifying, and maintaining project documentation, including technical drawings, specifications, reports and correspondence. Digitalization: Scanning and converting paper documents into digital formats using electronic document management systems (EDMS) -linked software. EDMS Management: Utilizing EDMS to store, index, and retrieve documents. Version Control: Tracking revisions, approvals, and ensuring the most current version of a document is accessible to the right people at the right time. Document Security: Implementing measures to protect sensitive documents, both electronically and physically. Compliance: Ensuring documents adhere to company policies and standards as well as to customer and regulatory requirements. Record Keeping: Maintaining accurate and up-to-date records of all documents and reporting thereon. Stakeholder Communication: Communicating document changes, revisions and approvals to relevant stakeholders. Process Improvement: Identifying and implementing improvements to document control processes and systems. 2. Typical Responsibilities: Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and industry professionals. Ensuring documents are stored securely and access thereto is controlled. Setting up and managing document control systems. Creating and maintaining document registers and templates. Managing requests for documentation and ensuring timely access. Auditing documentation processes and identifying areas for improvement. Providing training on document templates and document management systems to project teams. Assisting in the preparation of documents for active projects as well as tenders and bids. Managing the travel arrangements of project employees in accordance with applicable policies and procedures. 3. Required Skills: Organizational Skills: Strong ability to manage large volumes of information and maintain accurate records. Attention to Detail: Ensuring the accuracy and completeness of all documents. Communication Skills: Effectively communicating with all stakeholders about document changes and approvals. Computer Skills: Proficiency in using Microsoft Suite, Adobe PDF Pro as well as electronic document management systems and software. Problem-Solving Skills: Identifying and resolving issues related to document control. Knowledge of Document Control Systems: Understanding of various electronic document management systems and their functionalities. Proficiency in Aconex Construction Management from Oracle will be advantageous. Team Player: Understanding that teamwork is pivotal to a projects success and must be a team player focused on customer service. Adaptability and flexibility Being open to critique, flexible in accepting ongoing change and using initiative to continuously adapt under pressure in a dynamic project-based environment. 4. Required Qualifications: Grade 12 (Minimum). Higher Certificate in Archives and Records Management (Advantageous) 5. Required Experience: Proven work experience as a Document Controller (or similar role) of at least 2 years. Familiarity with project management and administration. 6. Location: Office based in Paarden Eiland with regular site visits.

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