How to write a Document Controller job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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What does a Document Controller do?

A Document Controller oversees the company’s documents in order to ensure regulatory, legal, and security compliance. In today’s highly technical world, a Document Controller has the responsibility of managing documents and using document management software both for organizational purposes as well as privacy purposes (as needed). A Document Controller also updates and disseminates documents to personnel and other stakeholders.

Document Controller job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Document Controller job titles

  • Document Manager
  • Document Control Specialist
  • Document Controller (Part-Time)
  • Document Controller (2 Years’ Experience)
  • Document Controller (Construction)

Document Controller job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Document Controller job summary

Our construction company focuses on residential and apartment construction. We are seeking a Document Controller to maintain records and oversee document control for regulatory and legal compliance. The job is primarily clerical. The ideal candidate must be a self-starter, capable of working well both independently and in teams. The Document Manager should be detail-oriented and comfortable communicating all issues clearly to the supervisor. Experience in software programs such as CAPSYS Capture, FileMaker Pro and Xerox DocuShare is a big plus. Preference will be given to those with experience in the construction industry. Candidates should have a degree in Computer Science or a related field.

Document Controller responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

Examples of Document Controller responsibilities

  • Collect, scan and upload documents following set procedures
  • Ensure all technical documents, such as reports, drawings and blueprints, are collected and registered in system
  • Use SmartSolve Document Management for everyday operations, maintenance and quality control
  • Notify personnel of updated document versions and how to access them
  • Print and distribute documents as necessary
  • Work with documents and records across various departments, including human resources, marketing and construction

Document Controller qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Document Controller skills

  • Associate degree or higher in Computer Science, Business Administration or similar field
  • Knowledge of SmartSolve Document Management and document capture/image capture systems
  • Minimum of 2 years’ experience in document or records management
  • Experience working with many file types
  • Ability to find and preserve paper documents
  • Basic understanding of construction documents

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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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