Document Controller at Efab Properties Limited

Efab Properties Limited is a foremost Estate Developer with its base in Abuja and have extended services to various states within the country. Our focus is promoting “A family, A roof” over the thirty six (36) states of the country. Paramount in our mind at Efab is an intense desire to reach out with the totality of our know-how in real estate and solve the housing needs of all classes of Nigerians in a responsible manner, befitting a responsible entity.

We are recruiting to fill the position below:

Job Title: Document Controller

Location: Abuja (FCT)
Employment Type: Full-time

Job Overview

• We are currently seeking a meticulous and detail-oriented Document Controller to join our team. The Document Controller will be responsible for managing the organization, storage, retrieval, and distribution of documents and records in both electronic and hard copy formats.
• The ideal candidate will possess excellent organizational skills, attention to detail, and proficiency in document management systems.
• This role is crucial in ensuring that our company's documentation is accurate, up-to-date, and easily accessible to support efficient business operations.

Job Description
The roles and responsibilities of this include but not limited to:
Document Management:

• Establish and maintain an efficient document control system to organize, track, and manage all company documents, including contracts, reports, manuals, drawings, and correspondence.
• Ensure that all documents are properly labeled, classified, and stored according to established protocols and file structures.
• Monitor document lifecycles, including creation, review, approval, distribution, and archiving, to ensure compliance with document control procedures and regulatory requirements.

Document Control Procedures:

• Develop and implement document control policies, procedures, and guidelines to standardize document handling processes across departments and projects.
• Train employees on document control protocols and provide ongoing support and guidance to ensure adherence to established procedures.
• Conduct regular audits and quality checks to verify the accuracy, completeness, and integrity of documents and records in the system.

Document Distribution and Retrieval:

• Facilitate the timely distribution of documents to authorized users, both internally and externally, ensuring proper control and confidentiality as necessary.
• Coordinate the retrieval of documents requested by authorized personnel, maintaining accurate records of document transactions and access history.
• Monitor document access permissions and security settings to safeguard sensitive information and prevent unauthorized disclosure or modification.

Document Collaboration and Revision Control:

• Facilitate document collaboration and version control processes, ensuring that all stakeholders have access to the latest revisions and updates.
• Manage document change requests, track revision histories, and coordinate review and approval workflows to maintain document accuracy and traceability.
• Collaborate with project teams and departments to streamline document workflows, resolve discrepancies, and ensure alignment with project timelines and objectives.

Qualifications

• Bachelor's Degree in Library and Information Science, or related field preferred.
• Proven experience in document control, records management, or related field, with a minimum of 3 years of relevant experience.
• Proficiency in document management software and tools, such as Microsoft SharePoint or similar platforms.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to effectively collaborate with cross-functional teams and stakeholders.
• Knowledge of document control best practices, industry standards, and regulatory requirements is a plus.
• Familiarity with document imaging, scanning, and digitization techniques is desirable.
• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Application Closing Date
8th July, 2024.

Method of Application
Interested and qualified candidates shouldsend their Resume to: efab.hrm@gmail.com using the Job Title as the subject of the mail.