Junior Document Controller

About the job

Main Duties and Responsibilities

• Fill and archive documentation to facilitate easy retrieval later.
• Control the numbering, sorting, filing, storing, and retrieving of electronic and hard copy documents.
• Ensure quality and compliance of document management plans and processes, aligning with company standards and requirements.
• Verify that all project documents are checked and submitted before their due dates.
• Manage the electronic and hard copy filing of project-related documents.
• Copy, scan, and save all project-related documents on-site.
• Register and distribute all incoming and outgoing technical documentation to and from clients, consultants, and partners according to established procedures.
• Register all types of documents in the Electronic Documentation Management System (EDMS).
• Assist in sending all types of documents using the EDMS.
• Update project logs (both technical and management) as required.
• Assist in the creation of a new document library.
• Support the Documentation Manager with document control tasks, including formatting, classification, and printing.
• Assist in preparing workflow documentation.
• Update and maintain document log files.
• Support the Documentation Manager in maintaining correspondence records both on the server and in hard copies.
• Operate photocopiers, scanners, and other document reproduction equipment efficiently, ensuring high-quality copies with proper alignment, clarity, and formatting.
• Organize and maintain both physical and digital copies of documents.
• Follow confidentiality protocols when handling sensitive information.
• Assist in sorting, labeling, and filing documents as required.
• Perform routine maintenance checks on copying machines (e.g., refilling paper, toner, reporting malfunctions).
• Maintain records of copied documents for tracking purposes.
• Perform basic administrative tasks such as data entry or file retrieval as needed
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Qualifications/Experience required

Core Competencies and Skills

• Innovativeness, resourcefulness, and capacity for quick learning.
• Demonstrates and safeguards ethics and integrity.
• Self-motivated and exhibits engagement and commitment to the success of his organization.
• Ability to work as a team player.
• Ability to communicate effectively.
• Fosters open and healthy communication across the wider team.
• Ability to multitask and perform under minimal supervision.
• Demonstrates a continuous tendency to learn, share knowledge and encourage contribution across team members.
• Solid work ethics.
• Take the necessary measures to ensure safety and to protect his/her employees’/colleagues’ health.

About Colas Rail