Documentation Controller

About the role

The Documentation Controller is responsible for maintaining accurate and up‑to‑date records, controlling document flow, and supporting various departments in preparing, distributing, and retrieving required documents.

Key responsibilities

• Manage and maintain company documents, records, and files in both physical and digital formats.
• Receive, review, register, distribute, and track incoming and outgoing documents.
• Ensure documents are properly numbered, categorized, filed, and archived.
• Maintain document registers and databases, keeping information accurate and up‑to‑date.
• Control document versions and ensure teams work with the latest approved documents.
• Coordinate with departments to collect, verify, and distribute required documentation.
• Maintain proper records of approvals, revisions, submissions, and document status.
• Ensure confidentiality and secure handling of sensitive company information.
• Retrieve documents and provide required records to authorized personnel.
• Follow up on pending documents, approvals, signatures, and submissions.
• Prepare document‑related reports, trackers, and status updates for management.
• Support audits and inspections by providing required documentation and records.