Document Controller

Role overview

Document management

• Manage physical and digital documents and maintain filing systems for client files, financial documents, tax records, and administrative correspondence.
• Receive, register, classify, and distribute documents; name, index, date, and store them in appropriate folders or systems.
• Maintain document registers and tracking logs, and check documents for completeness, accuracy, and supporting information.
• Coordinate with accounting, tax consultancy, and administrative teams to collect and organize client documentation.
• Maintain records of invoices, receipts, bank statements, tax forms, contracts, and other business documents.
• Track submissions, approvals, revisions, and outstanding requests; follow up on missing or updated documents.
• Ensure authorized employees have the latest approved versions; scan, copy, print, upload, and archive documents.
• Protect confidential records using appropriate access controls and data-protection procedures.
• Retrieve records for reviews, audits, and compliance needs; monitor retention and archiving procedures.
• Identify duplicate, outdated, or incorrectly filed documents, arrange authorized corrections, prepare status reports, and provide administrative support.

Requirements and qualifications

• Good knowledge of document control, filing systems, and records management procedures.
• Proficiency in Microsoft Word, Excel, Outlook, and document management tools.
• Ability to organize large volumes of documents, maintain accuracy, track multiple items, and meet deadlines.
• Good written and verbal communication skills in English; professional coordination with different departments.
• Ability to maintain confidentiality when handling sensitive client and financial records.
• A diploma or bachelor's degree in Business Administration, Office Management, Information Management, or a related field is preferred.
• Previous experience as a Document Controller, Document Coordinator, Records Clerk, or Administrative Assistant is an advantage.
• Familiarity with scanning, digital archiving, and electronic document storage systems.
• Knowledge of accounting or tax-related documentation is an advantage.

Preferred skills

• Experience in a tax consultancy, accounting firm, or professional services environment is preferred.
• Familiarity with client onboarding documents, financial records, tax compliance paperwork, document registers, status reports, version control, document tracking, and secure file sharing is preferred.
• Understanding of confidentiality and proper handling of client information is preferred.