Document Controller Job Description [+ 2025 Template]
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A Document Controller manages and organizes company documents to verify they are accurate, accessible, and comply with company rules. They keep track of different versions of documents and maintain files in a well-organized manner. Their work helps information move smoothly and supports the team to work efficiently.
Document Controller Job Description Template
A Document Controller job description should be simple and clear. It should explain the tasks of the role and also share the company’s culture and values so that the right candidates feel interested in applying.
About Us
[Company Name] is a fast-growing construction company dedicated to providing smart and practical building solutions. With a team of over [X] skilled professionals, we work on [key services, e.g., construction projects, project management, or infrastructure development]. We believe in teamwork, accuracy, and always improving the way we work. These values are important to our success and especially to the role of a Document Controller within our team.
Job Title: Document Controller
Employment Type: [Full-time/Part-time/Contract]
Location: [Mention city/remote/hybrid option.]
Job Summary
[Write a crisp summary in 2–3 lines describing the purpose of the role and how it adds value to the organization.]
Key Responsibilities
- [Responsibility 1]
- [Responsibility 2]
- [Responsibility 3]
Qualifications
[List the educational background or certifications required. Example: Bachelor’s/Master’s degree in a relevant field.]
Skills and Abilities
- [Skill 1 – highlight technical or soft skills]
- [Skill 2]
- [Skill 3]
Experience: [Insert years of experience required and type of industry/domain exposure preferred.]
Working Hours: [State standard office hours or flexibility options.]
Salary and Benefits
- [Competitive salary/mention perks like PF, bonuses, health insurance]
- [Growth opportunities or career development programs]
Application Instructions
[Guide candidates clearly: “Apply by sending your CV to [email/ATS link] with subject line: Application for [Job Title].”]
From the above template, you can choose the descriptions that are suitable for the job role and requirements of your organization.
Document Controller Job Description Sample
Skyline Constructions is a trusted name in the building and infrastructure industry, known for delivering high-quality projects on time. We focus on innovation, safety, excellence, and customer satisfaction in every project we take on. Our team works with dedication to create lasting value for clients and communities.
Job Title: Document Controller
Employment Type: Full-Time on-site
Location: Ahmedabad and the Project site
Job Summary
A Document Controller is responsible for managing all the important documents within an organization, like Project Documents, Contracts, and agreements (e.g., NDAs, vendor contracts), to ensure they are organized, accurate, and easily accessible. They keep track of document versions, updates, and make sure the right people have access to the correct files.
Key Responsibilities
- Collect, scan, and store documents
- Ensure all documents are sorted, safely stored, and regularly backed up
- Keep track of document versions so only the latest one is used
- Oversee the approval process and ensure documents are completed on time
- Follow all quality and compliance standards in document handling
- Control access to confidential and sensitive files
- Retrieve files quickly upon employees’ or clients’ request
- Support and train team members on document management practices
Qualifications
- Bachelor’s degree in Information Management, Business Administration, Library Management, or a related field.
Skills and Abilities
- Familiarity with document management software such as SharePoint, OnlyOffice, DocuWare Cloud, Rubex, along with document capture solutions like CAPSYS Capture and Xerox DocuShare.
- Strong attention to detail and accuracy, committed to excellence, and following compliance rules.
- Good communication and interpersonal skills.
- Ability to work both independently and in a team.
- Open to feedback and able to work well under pressure.
- Knowledge of regulatory requirements for handling and storing documents properly.
- Able to prioritize and complete tasks and queries efficiently within deadlines.
- Protects sensitive data with integrity
Experience
- Minimum of 2 years of experience in document, archive, or records management
- Established background in managing document workflows or similar responsibilities
Working Hours: Change depending on site needs. General on-site timings are 10:00 AM -6:30 PM.
Salary and Benefits
- ₹25,000 – ₹45,000 per month (depending on experience and project)
- ESI & EPF contributions as per compliance with statutory regulations
- Paid leave (15 annually)
- Travel or site allowance (if applicable)
- Yearly performance bonus or increment
- Training on document control systems & compliance standards
- Opportunity to work on large-scale infrastructure and real estate projects
- Supportive team environment and learning opportunities
Application Instructions
Apply by sending your CV to hr@skylineconstructions.com with the subject line: Application for Document Controller.
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What are a Document Controller’s Duties and Responsibilities?
A Document Controller’s duties and responsibilities are managing, organizing, and maintaining company documents in digital and physical formats, ensuring accuracy, version control, secure storage, easy retrieval, and compliance with policies and standards.
What is Document Control Skill?
Document control skill combines hard and soft skills to manage an organization’s documents, ensuring accurate, compliant, and timely access to information for the right people. It involves creating, storing, tracking, distributing, and retrieving documents while maintaining version control and data integrity.
What is the Qualification of a Document Controller?
The qualification of a document controller typically includes a bachelor’s degree or diploma in business administration, information management, or a related field.
What is a Document Controller’s Salary?
A Document Controller’s salary varies widely based on experience, industry, and location. In India, the range is from ₹2.5 to ₹6 LPA, and experienced professionals earning up to ₹10 LPA or more with significant experience and in specialized industries earn lakhs annually.
Why is a Document Control Manager So Crucial for Our Organization?
A document control manager is crucial for our organization because they make sure all organizational documents are accurate, accessible, and meet regulations. They improve workflows with version control, reduce risks, and help teams work more efficiently while protecting important company information.
What Skills Should I Look for in a Document Control Manager Candidate?
The skills to look for in a document manager candidate are excellent organizational and time management skills, attention to detail, and proficiency with document management systems. They should also have excellent communication skills and a thorough understanding of compliance and regulatory standards relevant to the industry.
How Would I Know if a Candidate Can Process High Volumes of Documents while Maintaining Accuracy?
To determine if a candidate can process large volumes of documents accurately, provide them with a timed test to measure speed and accuracy, review their past performance data, and ask scenario-based questions to see how they solve complex tasks. Also, discuss their experience with data validation tools and using standard processes.
How do I Measure the Performance of a Document Control Manager?
The performance of a Document Control Manager can be measured using the average time taken to process and approve documents, the accuracy and quality of document versions, adherence to document control procedures, and user satisfaction with the system. Key checks include the time taken to find documents, the number of errors or rejections, and how regularly documents are updated.
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