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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Document Controller job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise 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 specialised, consider including the specialisation 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 organisation and who the employee 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

    Tertiary qualification 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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