Document Controller receive, scan, rename, distribute documents electronically.
Manage the different document types and workflows of various business units in line with customer requirements, processes and procedures.
Upon receiving documents from external entities, issue acknowledgement, register document in mailroom transmittal (hard copy and soft copy), date / time stamp and scan document and upload into EDMS.
Rename of Electronic Files and fill metada in the system to enable easy search
Distribute documents electronically
Manage e mail and faxes import into EDMS
Practice highest level of confidentiality, accuracy and thoroughness when dealing with confidential records
Manage outgoing correspondence following same degree of attention to details
Document Controllers’ responsibilities include, archiving files and ensuring all team members have access to necessary documentation.
Maintaining transparent, up-to-date and easily traceable documents.
Responsible for handling site incoming and outgoing Documents.
Developing and maintaining registers and logs, such as Correspondence registers for incoming and outgoing documents.
Copying, scanning and storing documents
File documents in physical and digital records, use organization’s templates
Retrieve files as requested by employees and clients
Manage the flow of documentation within the organization
Maintain confidentiality around sensitive information and terms of agreement
To accurately update information in the electronic document management system.
Manage documents and data coming from Projects and from Operations that shall be included in the document management system by using the customer system.
Preparing Daily / Weekly & Monthly Reports and Other duties as assigned.
Submit regular report to the Mailroom Team Leader for daily / weekly activities and count
Assist in keeping the mailroom organized by properly placing the bundles of mail and packages coming in to prevent littering and jam-
packing in the office space
Perform all other duties as delegated by the Mailroom Team Leader, or as per business requirements
3 years of experince is minimum.
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