Document Control Specialist

DOCUMENT CONTROL SPECIALIST

JOB SUMMARY

The Document Control Specialist will manage the organization, storage, tracking, and retrieval of legal and compliance documents. The role ensures documents are accurate, properly maintained, accessible to authorized personnel, and handled in accordance with company procedures.

KEY RESPONSIBILITIES

1. Document Management

• Organize, maintain, and update legal and compliance documents.
• Ensure documents are properly named, filed, and stored in designated systems.

2. Document Tracking & Control

• Track document versions, approvals, revisions, and expiration dates.
• Monitor document access and ensure records remain current.

3. Compliance & Records

• Support compliance with document retention and recordkeeping requirements.
• Maintain confidential records and ensure appropriate access controls.

4. Reporting & Administrative Support

• Prepare document status reports and tracking summaries.
• Assist the Legal & Compliance team with document requests and audits.

KEY PERFORMANCE INDICATORS (KPIs)

• Accuracy and organization of controlled documents.
• Timely updating and retrieval of records.
• Proper tracking of document versions and approvals.
• Compliance with document retention procedures.
• Timely completion of document control requests.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Legal Studies, Information Management, or a related field preferred.
• 1–3 years of document control, records management, legal administration, or related experience preferred.
• Proficiency in Microsoft Office and document management systems.
• Strong organizational, communication, and attention-to-detail skills.
• Ability to maintain confidentiality and handle sensitive information.

ROLE EXPECTATIONS

• Maintain accurate and organized document records.
• Ensure documents are properly controlled and accessible to authorized users.
• Protect confidential legal and compliance information.
• Follow established document management and retention procedures.
• Communicate effectively with Legal, Compliance, and other internal teams.