Document Controller Job Description Template

Elements to include in the Document Controller Job Description template

Document Controller Job Description Template/Brief

We are looking for a meticulous Document Controller to join our team. The Document Controller will manage and organize all essential project documentation. This role includes maintaining document control processes and ensuring all documents are easily accessible for the team. The ideal candidate should have strong organizational skills, attention to detail, and experience in document management systems.

Document Controller Job Profile

A Document Controller is responsible for managing and maintaining all documents for projects, ensuring they are properly stored and easily retrievable. They work closely with project teams to support document needs and ensure compliance with company policies. This role requires strong organizational skills, attention to detail, and proficiency in document management software.

Reports To

The Document Controller typically reports to the Project Manager or Administrative Manager.

Document Controller Responsibilities

• Maintain and manage all project documentation in an organized and efficient manner.
• Establish and implement document control procedures and policies.
• Ensure all documents are up to date and easily accessible to project teams.
• Coordinate the flow of documents between internal and external parties.
• Monitor document approval processes and ensure timely completion.
• Provide support and training on document control processes to team members.
• Maintain confidentiality and security of sensitive documents.
• Ensure compliance with company policies and regulatory standards regarding documentation.

Document Controller Requirements & Skills

• Proven experience as a Document Controller or in a similar role.
• Strong organizational and time-management skills.
• Proficiency in using document management and control systems.
• Attention to detail and accuracy in handling documents.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Familiarity with document control procedures and best practices.
• Bachelor’s degree in Business Administration, Information Management, or a related field is preferred.

The importance of a good Document Controller job description

Job seekers often skim through job descriptions quickly due to the sheer number they encounter during their search. This means you have only a brief moment to capture their attention.

To stand out and attract the best talent, your job description should be clear, concise, and informative. It's not just about listing duties—it’s about conveying the essence and expectations of the role swiftly.

Top organizations excel at crafting job descriptions because they know it helps attract suitable candidates and accurately represent the job role. These descriptions are also used to outline the ideal candidate's requirements and provide a chance to showcase company values to the public.

Download Document Controller job description template in multiple formats

Download image Download PDF

Download TXT

Things to avoid when writing a job description for Document Controller role

When crafting a job description for a Document Controller, it's important to be precise and strategic. A well-written job description not only attracts the right candidates but also sets clear expectations for the role. Avoiding common pitfalls can greatly enhance the effectiveness of your job listing and ensure you find the perfect match for your needs.

One common mistake is listing too many skills. Overloading your job description with an exhaustive list of skills can overwhelm potential candidates and may deter them from applying. Instead, focus on the core skills that are truly necessary for the role. For a comprehensive guide on the skills required for a Document Controller, check out our skills required for Document Controller post.

Another trap is the use of buzzwords that sound impressive but often lack specificity. Words like "synergy," "dynamic," "innovative," and "proactive" are frequently overused. These terms can make the job description sound generic and fail to convey the actual responsibilities or expectations of the role. It's better to be clear and precise about what the job entails.

Lastly, avoid placing too much emphasis on academic qualifications. While education is important, many skills needed for a Document Controller role, such as attention to detail or effective communication, are developed through experience rather than formal education. Consider using an attention to detail test to assess these skills in candidates. This approach ensures you're evaluating candidates based on their actual capabilities rather than just their academic achievements.

What skills are important for Document Controller role?

To create an effective job description and attract top candidates for a Document Controller role, it's important for recruiters to understand the key skills required for success. These include strong organizational abilities, attention to detail, and proficiency in document management systems.

For a comprehensive overview of the skills needed for a Document Controller, including specific roles and responsibilities, you can check out our detailed guide on skills required for a Document Controller.

Identify the best Document Controllers for your open role

When recruiters set out to fill a Document Controller position, they often face the challenge of sifting through a mountain of resumes, even when armed with a well-crafted job description. The task of identifying the right candidates becomes daunting as resumes often don't paint the full picture of a candidate's capabilities. How can a recruiter confidently determine who among this pool truly meets the demands of the role?

Adaface offers a solution with its specialized attention to detail test, communication test, and data entry test. These assessments are designed to help recruiters pinpoint candidates with the skills necessary for the Document Controller role. By leveraging the Adaface library, recruiters can effectively screen and shortlist the best talent from a sea of applicants.

To streamline your hiring process, take a quick product tour of the Adaface platform and see how it can transform candidate screening. Ready to dive in? Sign up for a free plan to explore the platform and start identifying top candidates for your Document Controller positions today.

Document Controller Job Description FAQs

What is a Document Controller?

A Document Controller is responsible for managing, organizing, and maintaining documents in a company. They ensure that documents are properly stored, categorized, and accessible to those who need them.

Why is a good Document Controller job description important?

A well-crafted job description helps attract qualified candidates by clearly outlining responsibilities, requirements, and expectations. It ensures recruiters and applicants are aligned on the role's demands.

What should be included in a Document Controller job description?

Include a brief job profile, list of responsibilities, required skills, and qualifications. Also, specify who the role reports to and any relevant industry-specific requirements.

What skills are necessary for a Document Controller?

Key skills include attention to detail, organizational abilities, proficiency with document management software, and strong communication skills. An understanding of industry-specific document standards may also be needed.

How can you identify the best candidates for a Document Controller role?

Look for candidates with relevant experience, certifications in document management, and strong references. Assess their attention to detail and ability to manage document systems effectively.

What common mistakes should be avoided in a Document Controller job description?

Avoid being too vague or overly detailed. Ensure clarity in responsibilities and requirements, and avoid using jargon that might confuse applicants. Tailor the description to the specific needs of your organization.

How does the role of a Document Controller impact an organization?

The role helps maintain organized documentation, supports compliance with regulations, and ensures critical information is easily accessible, contributing to operational efficiency.

What industries commonly employ Document Controllers?

Industries such as construction, engineering, pharmaceuticals, and manufacturing often require Document Controllers to manage extensive documentation and ensure regulatory compliance.