Document Controller Job Description: Top Duties and Qualifications

A Document Controller, or Document Manager, is responsible for maintaining organized and updated documents for a business. Their duties include using document management software to upload or scan paper documents, retrieving documents for authorized personnel and ensuring document storage to comply with laws and regulations.

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Document Controller duties and responsibilities

In this section, outline what tasks your Document Controller will be expected to perform. Include required daily tasks as well as those that are less frequent but critical. You should also include how the Document Controller interacts with other members and parts of the organization. Common responsibilities for a Document Controller include the following:

  • Print and distribute documents as needed
  • Scan and upload documents according to company procedure
  • Collect and register all technical documents such as drawings and blueprints in the company’s system
  • Review and update documents for maintenance and quality control
  • Keep other personnel updated on new document versions and how to obtain access
  • Handle records across various departments
  • Create templates for use by other personnel
  • Maintain confidentiality regarding sensitive documents
  • Establish and maintain record retention timelines

Document Controller Job Description Examples:

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Document Controller

Responsibilities:

  • Review Vdot or other owner's contract documents and identify construction material pay items

  • Interpret contract specifications, standard construction drawings, and construction plans for materials acceptance methods

  • Attend initial and periodic pre-construction meetings and provide explanation of materials documentation requirements for acceptance and payment

  • Create and maintain project documents in existing file management systems

  • Generate and review certification document packages for quality assurance reviews

  • Review and process source of material forms per Vdot/Mdot/Ddot resources and contract specifications

  • Review incoming test reports, delivery tickets, and other project records for accuracy and verification to contract specifications

  • Enter and maintain received and tested material details and quantities in excel spreadsheets for tracking purposes

  • Enter and track field test reports to assure conformance with contract frequency of testing requirements

  • Work closely with contractor, quality assurance, and quality control team members to ensure materials QA measures are being met

  • Support field inspection personnel in materials documentation processes

  • Work closely with Vdot Central Office and District Materials Section personnel to ensure clarification of material documentation requirements

  • Assist in periodic and project close out auditing from a materials documentation standpoint.

  • Control distribution of reviewed materials documents to team members and final document management systems

  • Development of meeting minutes and administrative tasks as necessary to support the construction team

    Qualifications:

  • Basic understanding of road/bridge construction ( 1 to 2 years of field inspection experience preferred)

  • Experience working with/for VA Department of Transportation is preferred

  • Must exhibit a positive/professional attitude, ability to work independently and with team

  • Must be able to perform addition, subtraction, multiplication and division math calculations

  • Ability to perform work accurately and thoroughly with great attention to detail

  • Ability to effectively communicate with businesses and supply houses by phone

  • Ability to organize and utilize time to complete work within given deadlines

  • Ability to adapt to changes in workplace and priorities easily

    . Ability to pass a state background check for working on State owned projects

    Technical Skills:

  • Must have excellent computer skills and be proficient in Microsoft Word, Excel and Adobe Acrobat or Bluebeam

    . SharePoint type platform experience preferred

  • Ability to learn new document and project management systems

    On job training will be provided as per the needs of each individual and will vary in duration. Once training is completed to the satisfaction of the trainer, the trainee will be promoted to the Material Document Controller position. The compensation during the training and post training will vary.

    CES Consulting is an Equal Employment Opportunity Employer. Please send your resume in confidence.

    Job Type: Full-time

    Experience:

  • inspection/documentation: 2 years (Preferred)

  • Vdot: 2 years (Preferred)

    Additional Compensation:

  • Other forms

    Work Location:

  • Multiple locations

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

    This Job Is Ideal for Someone Who Is:

  • Detail-oriented -- would rather focus on the details of work than the bigger picture

    This Company Describes Its Culture as:

  • Team-oriented -- cooperative and Job Is:

  • A good job for someone just entering the workforce or returning to the workforce with limited experience and Monday to Friday
  • ×

    Document Controller

    Job Title: Document Controller

    Company: RL Controls, LLC

    Job: Full-time

    Education:

  • 2-year degree preferred – Entry Level position

    Salary:

  • $25/hour

    JOB Description

    RL Controls, LLC is looking for an upbeat, energetic Document Controller to join our growing team.

    Document Controller Duties:

  • Able to apply the client’s document control requirements to a particular project

  • Able to upload and download documents from Teamcenter

  • Able to follow the Teamcenter rules for document control

  • Able to produce transmittals for a particular project

  • Understands the importance of timely document supply and proof of receipt to/from the relevant parties

    Required Skills:

  • Ability to learn quickly and apply lessons learned

  • Fluent in Microsoft Office tools

  • Cooperate in a professional manner with coworkers inside and outside of the group

  • Good organizational and communication skills

  • Motivated attitude with a desire to succeed.

    Local candidates only.

    Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

    RLC is an EEO Employer and uses E-Verify.

    Job Type: Full-time

    Salary: $25.00 /hour

    Experience:

  • Administrative: 2 years (Preferred)

  • Microsoft Office tools: 5 years (Preferred)

    Education:

  • Associate (Preferred)

    Location:

  • Newton, MA (Required)

    Language:

  • English (Required)

    Work authorization:

  • United States (Required)

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Paid time off

    Schedule:

  • Day shift

    Benefit Conditions:

  • Waiting period may apply

  • Only full-time employees No
  • ×

    Document Controller

    Data Processing Operator

    Location: 3315 West Truman Blvd., Jefferson City, MO 65101

    Duration: 1 year project (06/01/2020 – 05/31/2021)

    Required skill - document control, Scanning document , filing, entry, correction, photocopier

    In this role the successful candidates will work with Scanning, and Banker box preparation, MS Office Products, Adobe DC Pro, OnBase by Hyland, and the newly developed worker's compensation modernization solution as a member of the DWC Modernization Program team. Their primary responsibility will be to manage the processing of 18000 banker boxes of storage documents related to workers compensation. They will review, organize, file, examine, remove unnecessary documents, and then scan into a Tiff document for electronic storage/retrieval by the division.

    They should possess the following experience and skills:

  • 9 years of professional,
  • relevant experience

  • Assist with the documentation, storage, retention, and destruction of paper documents.

  • Scan images, send and receive documents, organize paper and electronic files, and analyze the efficiency of communication processes.

  • Retrieve files from a shared network drive from statewide offices and the Division's electronic file sharing tool (currently Box.com) containing files from external stakeholders.

  • Quickly and accurately prepare files to distribute to staff or upload into our content management database.

  • Electronically separate Division documents into proper Case files for injured employees.

  • Scan paper documents into the Division's imaging systems. This involves working with time-sensitive legal documents, employee benefits, and medical reports, as well as many forms of case correspondence.

  • Receive general supervision from a manager or administrative supervisor who interprets procedures, and evaluates the efficiency of the operation and the attainment of program objectives

  • Daily use of Adobe Acrobat Pro and electronic document processing.

  • Exercise independent judgment and initiative under close supervision; work is reviewed for conformance to established policies and procedures.

  • Maintain, with relative independence, a significant phase or segment of a clerical process or office activity and make frequent decisions in accordance with agency policies, rules, or procedures.

  • Establish and maintain complex filing systems; prepare the preparation of records for storage and/or archiving, and maintains correspondence and report files.

  • Organize physical workspaces, file rooms, etc.

  • Review and provides Quality Assurance for externally scanned documents and request rescans as necessary.

  • Provide administrative assistance to Workers' Compensation.

  • Advanced knowledge of business practices, procedures, and standard office equipment

  • Advanced knowledge of the principles and practices of office organization and management, including the supervision and training of personnel

  • Comprehensive knowledge of grammar, composition, spelling, and math

  • Advanced knowledge of computer information systems and software

    Job Type: Contract

    Experience:

  • Adobe Acrobat Pro and electronic document processing.: 6 years (Preferred)

  • Data Processing Operator: 9 years (Preferred)

  • Electronically separate Division documents : 5 years No
  • What does a Document Controller do?

    Document Controllers typically work for corporations across industries to help businesses store and update documents, including employee training manuals, financial statements, invoices or payroll information. They work closely with department heads to collect, store and retrieve important documents as needed. Their job is to organize documents by date, department or project type to retrieve documents for employees in a quick and efficient manner. They may also be responsible for overseeing access codes to maintain confidentiality for important documents.

    Document Controller skills and qualifications

    A Document Controller should have relevant education, job experience, certifications and technical skills. You may also want to include soft skills and personality traits that would make a candidate thrive in your company. A complete listing of skills and qualifications that you require will help you find the most qualified candidates:

    • Associate degree or higher in computer Science, business administration or similar field
    • Experience working with many types of files
    • Ability to organize and preserve paper documents
    • Thorough knowledge of various kinds of office software
    • Attention to detail
    • Effective communication coworkers across departments
    • Ability to multitask 

    Document Controller salary expectations

    A Document Controller makes an average of $24.83 per hour. Pay rate may depend on level of experience, education and the geographical location. 

    Document Controller education and training requirements

    An associate degree or higher in computer science, business administration or a related field is often required for a Document Controller candidate. Working knowledge of many kinds of files and computer systems is also helpful. In a technical field, a strong knowledge of specialized documents is critical. Document Controllers should be skilled in the preservation of paper documents and document capture/image systems.

    Document Controller experience requirements

    In some companies, a Document Controller is an entry-level position. Document Controllers should have experience with office software and equipment. Many companies prefer that Document Controller candidates have a minimum of two years of work experience in document or records management. In companies that deal with sensitive information, more experience may be required. In technical companies, you may require that candidates have experience with specialized documents such as blueprints or scientific drawings.

    Job description samples for similar positions

    If the Document Controller job description doesn’t meet your needs, see job descriptions for related positions:

    Frequently asked questions about Document Controllers

     

    What is the difference between a Document Controller and an Administrative Assistant?

    Some companies use the titles Document Controller and Administrative Assistant interchangeably. However, there are a few ways to differentiate between the two. For example, Document Controllers focus solely on maintaining company documents in organized paper or digital filing systems. They also have the responsibility to make changes to documents and grant access to employees. 

    In contrast, Administrative Assistants have a variety of responsibilities, one of which includes maintaining organized filing systems for company documents. However, they are also responsible for taking calls, greeting office visitors, maintaining schedules, making copies and writing reports on behalf of administrators.

     

    What are the daily duties of a Document Controller?

    On a typical day, a Document Controller starts by checking their email and voicemail to see if any employees need access to company files. Throughout the day, Document Controllers scan and upload paper documents onto a digital filing system. They also help members of the HR department by cataloging job candidate information and assisting them in making updates to application documents or employee training manuals. Document Controllers also communicate with the accounting department to provide them with financial statements ahead of tax season.

     

    What qualities make a good Document Controller?

    A good Document Controller is someone who is well-organized. This quality enables them to oversee a large number of important company documents for easy retrieval upon request from employees. They have a commitment to confidentiality and make sure to confirm an employee’s authorization before granting them access to particular documents. This quality also motivates them to update software programs like malware protection software so documents remain protected from security breaches. 

    Further, a good Document Controller has excellent interpersonal communication, which helps them speak with employees from different departments and job titles.

     

    Who does a Document Controller report to?

    A Document Controller working in a corporate setting typically reports to the HR Manager to receive updates on filing systems or company documents. Document Controllers working for construction companies usually report to the Project Manager or Construction Manager to maintain invoice and payroll documents. They also provide the Project Manager or Construction Manager with site blueprints and environmental reports as needed.

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      Last updated: Apr 28, 2021