Document Controller jobs

ROLE OVERVIEW:
We are looking for a meticulous and experienced Document Controller to join our team at Scibotron. This role is responsible for managing the full lifecycle of internal and external documentation across departments, projects, and compliance functions. The Document Controller will ensure that all technical, legal, quality, and operational documents are properly created, reviewed, approved, distributed, stored, and archived in line with company standards and regulatory requirements.

The successful candidate will work closely with engineering, compliance, project, and administrative teams to support structured document workflows, maintain version control, ensure traceability, and support audits or external reviews. This position plays a key role in upholding the integrity, accuracy, and accessibility of all controlled documents and contributes to operational efficiency and compliance readiness.

This is an ideal role for a candidate who thrives in structured environments, is highly detail-oriented, and can manage confidential and high-volume information with discretion and precision.

KEY RESPONSIBILITIES:

• Develop, implement, and maintain the document control system in line with company policies and industry best practices.
• Manage the receipt, classification, registration, distribution, and filing of all documentation (both electronic and physical).
• Ensure all documents comply with version control, proper formatting, and approval processes before distribution.
• Collaborate with project teams, quality assurance, compliance, and other departments to gather, review, and validate documentation.
• Manage transmittals and receipts of documents, ensuring distribution to the correct team members.
• Monitor and track document status throughout the review and approval lifecycle to ensure timely completion and notifying the correct team members of the status of documents.
• Ensure all Non-Conformance Reports (NCRs) are properly documented, tracked, and closed out within stipulated timeframes.
• Conduct regular audits of documentation to verify completeness, accuracy, and compliance with relevant standards and regulations.
• Prepare and maintain documentation and records in support of ISO audits and other regulatory inspections.
• Maintain secure storage and archiving of sensitive and confidential documents, ensuring data privacy and integrity.
• Prepare and distribute document reports and summaries for management, auditors, and regulatory bodies as required.
• Train and support staff on document control procedures and systems to ensure consistent compliance.
• Identify opportunities to improve document control processes and implement best practices for efficiency and compliance.

REQUIREMENTS:

Education & Qualifications:

• A honour's degree is required for this role preferred fields of study include:
• Business Administration
• Information Management
• Records Management
• Information Science or Library Science
• Commerce (BCom) with focus on Business Management or Information Systems
• Information Systems
• Additional certifications in Document Control, Quality Management (ISO 9001), or related disciplines will be advantageous.

Technical Skills:

• Proficient in Microsoft Office Suite
• Strong understanding of version control, document lifecycle management, and filing systems.
• Knowledge of ISO standards, quality assurance, and regulatory compliance frameworks.
• Ability to generate reports and maintain accurate records for audits.

Core Competencies:

• Exceptional attention to detail and accuracy.
• Excellent organisational and time management skills, with the ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills.
• Discretion and professionalism when handling confidential information.
• Ability to work independently as well as part of a team.
• Proactive problem-solving skills and continuous improvement mindset.

Preferred:

• Knowledge of Non-Conformance Report (NCR) processes and resolution tracking.
• Experience in regulated industries such as engineering, mining, manufacturing, or compliance-heavy environments.
• Understanding of data protection and privacy legislation (e.g., POPIA)

Pay: R10 000,00 - R25 000,00 per month

Education:

• Honours (Required)

Experience:

• Document Controller : 3 years (Required)

Work Location: In person