Office Document Control Assistant

HRS Talent Solutions; Hervey Bay; Remote; AUD 59,000 - 62,000; Full time

Job summary

HRS Talent Solutions is seeking a dedicated Office Document Control Assistant for remote full-time work in Australia. The role focuses on maintaining an accurate document library by verifying versions, metadata, and access controls, following a supplied source of truth, and ensuring colleagues can locate the correct documents.

Responsibilities include comparing documents to approved lists, updating metadata, flagging discrepancies, and coordinating with document owners.

Qualifications

• Attention to detail and patience for repetitive checks.
• Experience with office administration, electronic filing, or customer service is helpful but not mandatory.
• Training will cover the employer's file structure, naming conventions, permissions, and escalation path.
• Able to work with online folders and a simple spreadsheet, learn a new interface, and write an understandable note when a discrepancy appears.
• No records-management certification is expected.

Responsibilities

• Compare assigned digital files with an approved version list or change notice.
• Identify names, dates, categories, and links that need correction.
• Update permitted metadata in a web-based document system.
• Keep the approved file associated with the right team or customer record.
• Flag duplicate names and uncertain version histories.
• Note changes made and the source used to support them.
• Protect access to material that is intended for a limited group.
• Route content questions to the document owner instead of rewriting them.

Skills

Attention to detail

Patience for repetitive checks

Tools

Spreadsheet

Document management system

Job description

Office Document Control Assistant

Office Administration / Document Versions / Remote

Full-time
Pay: 59,280–62,400 per year

A file marked “final” is not always the latest approved version. The File Version Control Assistant helps an office team keep its online document library usable by comparing version details, checking naming rules, and recording which file should be available for routine use. This is an introductory records job. You will follow a supplied source of truth and escape conflicting instructions; you will not approve the content of a policy, contract, or customer document.

How the file check works

You might receive a list of documents that were updated during a recent project. For each one, locate the assigned record, compare its title, date, version indicator, and category with the approved list, and note a mismatch. If there are two similarly named files, read the available metadata before deciding which one needs review. A modified date alone may be misleading: someone could have moved an older file without changing its content. When the source does not settle the question, leave the file flagged for the person authorized to decide.

Some days involve tidy batches of straightforward entries. Other days require tracing a renamed file across two folders. The important outcome is that colleagues can find the correct document and understand what is still unresolved. Keep a concise trail of changes so that a later reviewer can see which approved instruction you used. Do not delete a prior version unless the employer's retention process specifically directs it.

Responsibilities

• Compare assigned digital files with an approved version list or change notice.
• Identify names, dates, categories, and links that need correction.
• Update permitted metadata in a web-based document system.
• Keep the approved file associated with the right team or customer record.
• Flag duplicate names and uncertain version histories.
• Note changes made and the source used to support them.
• Protect access to material that is intended for a limited group.
• Route content questions to the document owner instead of rewriting them.

Skills you can bring

Someone with a careful eye and patience for repetitive checks can do well here. Experience with office administration, electronic filing, or customer service is helpful but not mandatory. Training will cover the employer's file structure, naming conventions, permissions, and escalation path. You should be able to work with online folders and a simple spreadsheet, learn a new interface, and write an understandable note when a discrepancy appears. No records-management certification is expected for this assistant role.

The work is remote. A home office or comparable private setting helps when a document contains customer information. The hiring team will specify the full-time arrangement and any system access requirements.

If two documents both carry 'final' in their names, compare their approval dates, references and the supplied version register. Do not decide from the modification timestamp alone: a downloaded copy can be newer than the approved content. A colleague may need the current form for an online request while an older version must remain available as a record. Put each file in the location the team specifies and note uncertainty for the document owner. Your work keeps the library usable without granting you authority to approve new wording or erase history.

If two versions disagree

• Start with the approved version list, not the newest-looking filename.
• Compare the displayed content only where the checklist calls for it.
• Leave an uncertain file in review rather than making it available by guesswork.
• Tell the document owner which two sources conflict.
• Keep earlier versions under the employer's retention rule.
• Recheck the link after an authorized replacement.

A colleague may ask why a file is still flagged. A brief note naming the conflicting version numbers is more useful than saying only that the file is wrong. You should be able to retrace your own decisions after several days and avoid changing unrelated folders during a batch review.