Document Controller

Ovid Real Estate Company is currently seeking qualified and enthusiastic individuals to join our dynamic team. We believe in fostering a collaborative and innovative work environment, and we invite you to explore the following exciting career opportunities:

Job Specifications:

Document Management:

• Establish and maintain an organized document control system.
• Ensure proper categorization, storage, and retrieval of documents.

Version Control:

• Manage document versions to ensure that the latest versions are available.
• Implement version control procedures.

Document Formatting:

• Format and standardize documents to meet organizational guidelines.
• Ensure consistency in document formatting.

Record Keeping:

• Maintain accurate records of all documents, including approvals and distribution.
• Establish a systematic filing system.

Document Lifecycle:

• Coordinate the entire lifecycle of documents, from creation to archiving.
• Implement document retention and disposal policies.

Collaboration:

• Collaborate with various departments to collect, review, and update documents.
• Facilitate document review and approval processes.

Training and Awareness:

• Provide training to employees on document control procedures.
• Foster awareness of the importance of accurate and timely document management.

Audit Support:

• Assist in internal and external audits related to document control.
• Ensure all requested documents are provided promptly.

Technology Utilization:

• Utilize document management software efficiently.
• Stay updated on advancements in document control technology.

Quality Checks:

• Perform regular quality checks on documents to ensure accuracy and compliance.
• Report and address discrepancies.

Document Retrieval:

• Facilitate the retrieval of documents for internal and external stakeholders.
• Respond to requests for information promptly.

Continuous Improvement:

• Identify opportunities for process improvement in document control procedures.
• Implement best practices to enhance efficiency.

Reporting:

• Prepare regular reports on document control activities.
• Communicate trends, issues, and recommendations to relevant stakeholders.

Meeting Support:

• Assist in preparing and distributing documents for meetings.
• Ensure that meeting documents are accurate and accessible.

Ad Hoc Responsibilities:

• Undertake additional responsibilities and tasks as assigned by management.
• Support other administrative functions as needed.

Required Number: 1(One)

Education:

• Minimum of a high school diploma; a degree in Business Administration, Information Management, or a related field is advantageous.

Experience:

• Previous experience in document control or a related administrative role.
• Familiarity with document management systems and procedures.

Attention to Detail:

• Exceptional attention to detail and accuracy in document handling.
• Ensure completeness and correctness of documentation.

Organizational Skills:

• Excellent organizational and time management skills.
• Ability to manage multiple documents and tasks simultaneously.

Communication Skills:

• Effective written and verbal communication skills.
• Ability to communicate clearly with team members and stakeholders.

Technology Proficiency:

• Proficient in using document management systems, Microsoft Office, and related software.
• Quick learner with the ability to adapt to new technologies.

Confidentiality:

• Handle sensitive documents with discretion.
• Adherence to confidentiality and data protection policies.

Problem-Solving:

• Basic problem-solving skills to address document-related challenges.
• Proactive approach to identifying and resolving issues.