Document Controller

About the role

The Document Controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, handling, storing, tracking, and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments of Redpath USA Corporation and/or clients.

Responsibilities

• Manage and oversee documents for a particular project, site and/or for an entire organization.
• Handle intake, scanning, verification, control, retrieval, and storing of documents both electronically and in hard copy.
• Update and maintain document management systems and physical records.
• Assist project managers in developing and maintaining documents such as meeting minutes, drawings, specifications, approvals, and related items.
• Train employees on records management procedures and policies, which include documentation, handling, retention, retrieval, destruction, and disaster recovery.
• Ensure proper documents are created and signed, that all data is accurate, and documents are stored and backed up while following retention policies.
• Ensure the proper and accurate organization, filing, and archiving of all relevant documentation.
• Check and edit documents for accuracy and compliance.
• Control the flow of documents in and out of the department, project, site etc., as assigned.
• Assist with file migrations and audits, and perform administrative tasks as needed.
• Retrieve files for other employees, projects, management and customers when needed.
• Identify and report errors or developments regarding document storage.
• Ensure the secure destruction and disposal of sensitive documents in compliance with Company SOPs, policies, directives and legislation.
• Maintain the security of confidential documents.
• Conduct regular reviews and document audits.
• Design templates for documents, file types, and document databases.
• Produce document progress reports for departments, projects and leadership.
• Maintain professional working relationships with management and client representatives.
• Comply with and ensure compliance with Redpath’s Policies and Procedures as detailed in the appropriate manuals, handbooks, directives, Standard Operating Procedures (SOP).

Qualifications

• A high school diploma or equivalent.
• An associate degree in computer science, business administration, library management, record management or similar field preferred.
• A bachelor's degree in computer science, business administration, library management, record management or similar related field highly preferred.
• 5 years’ experience in administration, document management, archive management, records management, or related field.
• Experience in a Document Controller position in mining preferred.
• Knowledge of mining and engineering terminology preferred.