Assistant Manager - Document Controller and Librarian

Assistant Manager - Technical Librarian

Responsibilities

Document controller plays a crucial role in managing and organizing documents within an organization. Their primary responsibility is to ensure that documents are properly created, reviewed, approved, and archived in accordance with organizational procedures and industry standards. Here are the key tasks and responsibilities of a Document Controller:

• Document Creation and Formatting as per the company standards.
• Create templates for various types of documents. Developing and implementing quality standards & quality control systems.
• Tabulate and document data relating to products, processes, materials, its qualities, and reliabilities.
• Ensure that documents adhere to the organization's formatting and styling guidelines. In line with the management's requirements as well.
• Verify that all necessary information is included in the documents.
• Ensure review documents are uploaded on relevant portals.
• Distribute approved documents to the respective individuals or departments.
• Ensure that the correct versions of documents are circulated.
• Maintain a version control system for documents to track changes and updates.
• Establish and maintain an organized document filing and retrieval system.
• Archive obsolete or outdated documents according to the organization's retention policies.
• Work with relevant departments to address any discrepancies or issues.
• Respond to inquiries related to document status, location, or other relevant information.
• Implement best practices to enhance the efficiency and effectiveness of document control processes.
• Apply document management software and tools to streamline processes.
• Organizing, preserving, and maintaining digital collections in accordance with professional standards and best practices
• Overseeing the digitization of physical materials, including books, manuscripts, images, and other resources

Qualifications

• Bachelor’s degree in administration, Information Management, Engineering, or a related field.
• 5–10 years’ proven experience as a document controller, preferably in engineering, infrastructure / construction projects or of Technical Library. 
• Advanced knowledge of document management systems (e.g., Aconex, SharePoint, EDMS) and the MS Office Suite (Word, Excel, Outlook).
• Demonstrated experience in developing and enforcing document control procedures and document digitization on multidisciplinary projects.
• Good organizational skills with acute attention to detail and accuracy.
• Good written and verbal communication abilities.