Document Controller

Powerholding Intl; Castilla y León; On-site; EUR 25,000 - 35,000; Full time

Job summary

Power International Holding (PIH) seeks a meticulous Document Controller to manage and record company documents, contracts, and correspondence. You will ensure labeling, storage, and distribution per the approved matrix across departments, upholding ISO standards and IMS policies.

You will maintain electronic and physical filing systems, audit processes, train staff, and generate reports on document status and access. Proficiency in English and SAP ERP is preferred.

Qualifications

• ISO documentation standards knowledge.
• Spreadsheets, databases, word processing and related software.
• Knowledge of records management principles and filing standards.
• Strong written and verbal English skills.
• ERP/SAP familiarity preferred.

Responsibilities

• Maintain organized document control system including electronic and physical filing.
• Receive, log and distribute incoming documents to departments promptly.
• Label, classify, and store documents per procedures and standards.
• Monitor revisions and ensure latest versions are accessible to authorized users.
• Assist in document creation, formatting and editing to templates and standards.
• Track document review/approval processes to meet deadlines.
• Conduct periodic audits of document management processes for accuracy.
• Provide staff training on document control procedures and systems.
• Generate reports and metrics on document control activities and access logs.
• Maintain confidentiality and security of sensitive documents in line with policies.
• Support HSE initiatives and incident reporting aligned with IMS policies.

Job description

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The Document Controller ensures that the organization documents, contracts, correspondence letters, agreements, commercial documents, samples, method statements are properly received and accurately recorded in a worthy manner which will be distributed internally/externally as per approved distribution matrix to concern departments, discipline, stakeholder etc. The role leads in adopting Company quality policy and procedures throughout service with Company by keeping aware of basic ISO standards which helps to maintain and follow consistency methodology in projects.

Job Responsibilities 1

• Maintain an organized and efficient document control system, including both electronic and physical filing systems.
• Receive, log, and distribute incoming documents to relevant departments or personnel in a timely manner.
• Ensure that all documents are properly labeled, classified, and stored according to established procedures and standards.
• Monitor document revisions and updates, ensuring that the latest versions are readily available to authorized users.
• Assist in the creation, formatting, and editing of documents as needed, including ensuring compliance with document templates and standards.
• Facilitate document review and approval processes, tracking progress and ensuring that deadlines are met.
• Perform regular audits and quality checks on document management processes to maintain accuracy and integrity.
• Provide training and support to staff members on document control procedures and systems.
• Generate reports and metrics related to document control activities, such as document status, distribution, and access logs.
• Maintain confidentiality and security of sensitive documents and information, adhering to privacy regulations and Company policies.
• Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies

Job Knowledge & Skills

• Knowledge in ISO documentation standards
• Knowledge in use of spreadsheets, database, word processing and selected job specific software
• Knowledge of records management principles and procedures including record keeping and filing principles
• and practices
• Good working knowledge of English, both written and verbal
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role

Job Experience

• Minimum 3 year(s) working experience, 2 year(s) relevant working experience, 2 year (s) GCC is a plus
• Resilience
• Quality_321977507
• Leadership_321977503
• Database Knowledge L1
• Recordkeeping and Logs L1
• Customer Document Analysis L1
• Data Archiving L1
• AgilityRecords Management L1
• AI Fluency

Education

Bachelor's Degree in Business Administration or any related field