Document Controller Job Description Template

The Document Controller job description template outlines the key responsibilities and requirements for a role that plays a critical role in managing a company's documentation. This template can be used by hiring managers or HR professionals to create a job ad or job posting for a Document Controller position. The job description includes information on key duties such as reviewing, organizing, and maintaining documents, as well as the qualifications, skills, and education required for the role.

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Job Overview

The Document Controller is responsible for managing, organizing, and maintaining the company’s documents. They ensure that documents are up-to-date, properly stored, and easily retrievable as and when needed.


  • Create, manage, and maintain documents according to the company’s prescribed procedures and processes
  • Update existing documents as per the instructions of the concerned team members
  • Organize and maintain the company’s documentation database and filing system
  • Ensure that all documents are accurate, complete, and up-to-date at all times
  • Ensure the safety, confidentiality, and integrity of all company documents
  • Research and retrieve documents as and when required
  • Distribute documents to the concerned team members or departments as requested
  • Track the movement of documents and ensure that they are returned to their rightful place after use
  • Inform the concerned personnel about the status of their requested documents and provide necessary assistance if needed
  • Maintain records of document inventory, tracking, and distribution
  • Prepare reports on document control activities


  • Bachelor’s degree in a related field or equivalent work experience
  • Experience in document control or records management preferred
  • Proficient in the use of document management software
  • Strong organizational, analytical, and problem-solving skills
  • Excellent written and verbal communication skills
  • Ability to work under pressure and meet tight deadlines
  • Attention to detail and accuracy

As a Document Controller, you will play a crucial role in ensuring the smooth functioning of the company’s operations. If you’re organized, detail-oriented, and passionate about maintaining accurate and up-to-date documents, we encourage you to apply for this position.


Document Control is an essential segment of any company. Document Controllers are trained professionals who manage, implement, and oversee the entire document control process. They ensure a smooth flow of document control, prioritize document release projects, and make sure that all documents are accurate, up-to-date, and compliant with regulations. If you are looking for a Document Controller to join your team, you need to create a highly effective job posting to attract top talent. In this article, we will guide you on how to create an outstanding Document Controller job posting.

Job Title and Responsibilities

Every job posting should start with a clear job title and an outline of responsibilities. The job title should be simple, direct, and self-explanatory to catch the attention of candidates who are looking for a Document Controller role.

  • Job Title: Document Controller
  • Next, you should list the core responsibilities of the candidate, including:
    • Creating document management systems
    • Controlling the flow of documents in and out of the company
    • Ensuring accuracy, quality, and compliance of documents
    • Archiving and storing documents safely and securely
    • Managing document distribution and retrieval
    • Collaborating with different departments to ensure document workflow runs smoothly
    • Maintaining proper documentation of all activities

    Qualifications and Skills

    The next section should focus on outlining the qualifications and skills that the ideal candidate should possess. Here are some examples:

    • Bachelor’s degree in a related field
    • At least 2-4 years of experience as a Document Controller
    • Strong knowledge of document control processes and software systems
    • Excellent communication skills, both written and verbal
    • Detail-oriented and organized
    • Ability to work independently and collaboratively
    • Proven analytical and problem-solving skills
    • Ability to work under pressure and meet deadlines
    • Proficient in Microsoft Office and other relevant software

    Company Overview

    The final section of your job posting should provide information about your company. Candidates want to know about the company culture, values, and vision to determine whether their personal and professional goals align with those of the company. This is a great opportunity to sell your company as an employer of choice.

    In this section, you should include:

  • A brief overview of your company’s history
  • Your company values and mission statement
  • Company culture and work environment
  • Benefits that you offer employees
  • Growth and professional development opportunities
  • Conclusion

    Creating an effective Document Controller job posting is crucial to ensure that you hire the best candidate for the job. By following the guidelines outlined in this article, you can make sure that your job posting stands out from the rest and appeals to top talent in the field. Remember to be clear, concise and highlight the value of your company and the opportunity to work with you.

    Frequently asked questions on creating Document Controller job posting

    Creating a job posting for a Document Controller position may seem straightforward, but it can be a challenge to get it just right. Here are the most frequently asked questions on creating a Document Controller job posting.

    What are the essential requirements for a Document Controller?

    • High level of attention to detail
    • Excellent organizational and time management skills
    • Ability to work under pressure and meet deadlines
    • Strong communication and interpersonal skills
    • Proficient in Microsoft Office and document management software
    • Bachelor's degree in a relevant field (preferred)

    What are the key responsibilities of a Document Controller?

    • Manage and oversee the document control process
    • Ensure accuracy, completeness, and timeliness of all document control activities
    • Develop and implement document control procedures
    • Provide training and support to staff on document control procedures
    • Perform regular audits of document control activities
    • Coordinate with project teams to meet document control requirements

    What are some preferred qualifications for a Document Controller?

    • Experience in the industry or related field
    • Knowledge of ISO 9001 standards
    • Familiarity with EDMS (Electronic Document Management Systems)
    • Experience with implementation and management of document control systems
    • Ability to work with large volumes of data and documents

    What should be included in a Document Controller job posting?

    • Clear job title and location
    • Brief summary of the role and key responsibilities
    • List of essential requirements and preferred qualifications
    • Company information and culture
    • Instructions on how to apply

    How should the job posting be structured?

    The structure of the job posting should be easy to read and understand. Use bullet points to clearly list the essential requirements and preferred qualifications. The summary of the role and key responsibilities should be easy to find and understand. The company information and culture should be clearly written.

    Overall, the job posting should be concise and easy to read, making it easier for potential candidates to understand if they are a good fit for the position.

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