Document Controller II

HKA Enterprises; Andover (MA); On-site; USD 42,000 - 64,000; Full time

Job summary

HKA Enterprises is seeking a Document Controller to manage and organize incoming and outgoing documents following company procedures. The role emphasizes maintaining filing systems and accuracy across physical and electronic records.

The ideal candidate will have an associates degree (preferred) and 2–4 years of relevant experience, plus strong communication skills and proficiency with Word, Excel and PowerPoint. You will work to ensure secure access and compliant record keeping.

Qualifications

• Associates degree preferred; 2–4 years of relevant work experience.

Responsibilities

• Classifies, catalogs, stores and retrieves documentation generated by department personnel.
• Places material in file cabinets, drawers, special filing cases or in electronic media such as a mainframe computer and CD/DVDs.
• Responsible for the recording and keeping of physical and/or electronic documents, including distribution of new documents and removing obsolete records.
• Record and maintain logs of document retrievals, updates, distributions and removals.
• Responsible for creating, assigning, or revising coding systems and indexing numbers to improve code usage.
• Monitor regulatory activity to maintain compliance with records and document management regulations.
• Develop, implement and execute document control policies and procedures.
• Administer document and system access rights and revision control to ensure security of system and integrity of documents.

Skills

Communication

Multi-tasking

Customer service

Interpersonal skills

Self-management

Confidentiality

Computer literacy

Education

Associates degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Job description

Summary

The main function of a Document Controller is to manage and organize inbound/outbound documents according to company procedures. A typical Document Controller is also responsible for creating, adjusting and maintaining filing systems.

Job Responsibilities

• Classifies, catalogs, stores and retrieves documentation generated by department personnel.
• Places material in file cabinets, drawers, special filing cases or in electronic media such as a mainframe computer and CD/DVDs.
• Responsible for the recording and keeping of physical and/or electronic documents, including distribution of new documents and removing obsolete records.
• Record and maintain logs of document retrievals, updates, distributions and removals.
• Responsible for creating, assigning, or revising coding systems and indexing numbers to improve code usage.
• Monitor regulatory activity to maintain compliance with records and document management regulations.
• Develop, implement and execute document control policies and procedures.
• Administer document and system access rights and revision control to ensure security of system and integrity of documents.

Skills

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Expert ability to work independently and manage ones time.
• Expert ability to keep information organized and confidential.
• Knowledge of computer hardware and software.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience

Associates degree preferred. 2-4 years of relevant work experience.