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If you’ve Googled “Document Controller job description,” you’ve probably seen dozens of articles.
And if you’ve clicked on a few, you know the pattern:
Bullet points. Corporate jargon. Copy-paste wording that could apply to any company in any industry.
The problem?
That kind of job description doesn’t actually help you hire a great Document Controller — it just fills space on a careers page.
A great job post does something different. It connects. It tells the story of the role, the impact it has, and why the right person should feel excited to apply.
If you haven’t already, I recommend checking out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ — because generic posts often fail to convert quality applicants. But if you’re here for something role-specific, keep reading.
In this article, we’ll break down:
- What a Document Controller actually does (in plain English)
- Two high-quality, ready-to-use job description templates
- Why they work (and how you can adapt them)
- What a bad Document Controller job post looks like — and why it fails
- Tips for making your post stand out, using AI the right way, and hiring smarter with WorkScreen.io
By the end, you’ll have everything you need to create a job post that doesn’t just get applicants — it attracts the right ones.
Don’t let bad hires slow you down.
WorkScreen helps you identify the right people—fast, easy, and stress-free.
What a Document Controller Actually Does
At its core, a Document Controller is the guardian of your company’s information.
They make sure every important document — contracts, project plans, technical drawings, compliance records — is organized, accurate, up to date, and easy to find when you need it.
Think of them as the air-traffic controller of your files:
- They direct documents to the right people at the right time.
- They track changes so nothing gets lost or overwritten.
- They ensure your company meets industry regulations and project deadlines by keeping documentation in order.
It’s a role that blends precision with communication skills. Yes, they work with systems, software, and spreadsheets — but they also liaise with project managers, engineers, contractors, and clients to keep everyone on the same page (literally).
And here’s the thing most job descriptions miss:
A great Document Controller isn’t just a “file manager.” They protect your company from costly mistakes, reduce delays, and make sure critical information flows smoothly across the team.
In short: they’re the quiet, behind-the-scenes efficiency engine that keeps your projects (and compliance) running without a hitch.
Two Great Document Controller Job Description Templates
We’ll provide two tailored job description options:
1.✅ Option 1: For employers looking to hire an experienced candidates with prior experience.
2.Option 2: For employers open to hiring entry-level candidates or those willing to train someone with potential.
✅ Template 1: Job Description For Experienced Document Controller (Culture-First Style)
📌 Job Title: Document Controller — NorthRiver Construction Group (Healthcare & Civic Projects)
💼 Type: Full-Time | Hybrid (3 days on-site) | Kansas City, MO
💰 Salary: $65,000–$78,000 + annual performance bonus
🕒 Schedule: Mon–Fri | 8:00 AM–5:00 PM
🎥 A quick word from our hiring manager: (Loom/YouTube link)
Who We Are
NorthRiver Construction Group (NRCG) builds hospitals, schools, and civic facilities across the Midwest. We’re a 220-person GC known for predictable delivery, clean execution, and transparent communication with owners and subs. Documentation is the heartbeat of our projects — from RFIs and submittals to as-builts and closeout — and we take it seriously.
About the Role
We’re hiring an experienced Document Controller to run point on project documentation across multiple active jobs. You’ll keep drawings, contracts, submittals, RFIs, change orders, meeting minutes, and closeout packages accurate, versioned, and accessible — so PMs, supers, subs, and owners always have the latest.
What You’ll Be Doing
- Own document control workflows in Procore/Aconex + SharePoint.
- Maintain revision history and distribution lists for drawings and specs.
- Track submittals/RFIs from receipt to approval; nudge stakeholders to keep timelines.
- Prepare owner handover/closeout documentation (O&Ms, warranties, as-builts).
- Run periodic audits for naming conventions and metadata completeness.
- Coordinate with PMs, project engineers, supers, and trade partners to unblock info flow.
What We’re Looking For
- 3–5+ years in document control (commercial construction preferred).
- Comfortable with Procore or Aconex, plus SharePoint/Google Drive; Bluebeam a plus.
- Sharp eye for detail; calm under deadline pressure.
- Professional communicator who can chase approvals without ruffling feathers.
- High integrity with confidential/contractual material.
Perks & Benefits
- Medical, dental, vision + FSA/HSA options
- 401(k) with 4% company match
- 15 PTO days + 8 paid holidays + paid volunteer day
- Mileage & phone reimbursement for site days
- Annual learning stipend ($1,000) and paid certifications
Why This Role Is a Great Fit
You’ll be the accuracy engine behind high-visibility builds (think: new OR wings and community centers). If you love clean systems, clear handoffs, and seeing projects land on time because the right document hit the right inbox at the right time — this is your happy place. You’ll have autonomy, visible impact, and a path to Senior Document Controller or Project Engineer support.
Our Hiring Process
We review every application and respond to all candidates. Shortlisted applicants complete a practical WorkScreen exercise (version control + distribution scenario), then a panel interview with PMs. Finalists complete references and a background check.
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen link] — our skills-based process makes sure we evaluate what you can do, not just what’s on your résumé.
✅ Template 2: Job Description For Entry-Level / Willing-to-Train Document Controller (Culture-First Style)
📌 Job Title: Document Controller (Training Provided) — LuminaTech Electronics
💼 Type: Full-Time | On-Site | Phoenix, AZ
💰 Pay: $21–$24/hour + quarterly bonus eligibility
🕒 Schedule: Mon–Fri | 9:00 AM–5:30 PM
🎥 A quick word from our hiring manager: (Loom/YouTube link)
Who We Are
LuminaTech designs and assembles smart lighting systems used in retail, hospitality, and healthcare environments. We’re a 120-person manufacturer with a tight-knit operations team. Clean documentation helps us scale — from BOMs and SOPs to QA records — so production runs smoothly and customers get reliable products.
About the Role
We’ll train you to become the go-to person for organizing and updating product and process documentation. You’ll learn our naming conventions, version control, and approvals so engineering, QA, and production are always aligned.
What You’ll Be Doing
- Update and organize SOPs, work instructions, and QA checklists.
- Maintain version control in SharePoint/DocuWare; archive superseded docs.
- Distribute approved documents to engineering, production leads, and QA.
- Assist with audit prep (internal and customer audits).
- Log changes and track signatures/approvals.
What We’re Looking For
- You’re organized, reliable, and careful with details.
- Comfortable learning new software (we’ll train you on SharePoint/DocuWare).
- Clear, respectful communicator with follow-through.
- Any exposure to manufacturing/QA/office admin is a plus — not required.
Perks & Benefits
- Medical, dental, and vision (eligible after 30 days)
- 10 PTO days + 7 paid holidays + 2 floating days
- Tuition reimbursement up to $1,500/year
- On-site lunch stipend and commuter benefit
- Company-funded training toward Doc Control/QA certificates
Why This Role Is a Great Fit
You’ll get hands-on experience at the heart of operations, with mentorship from engineering and QA. If you like tidy systems, clear checklists, and helping teams move faster with the right info, this role gives you a real career path — Document Control Specialist in ~12 months, with options to grow into QA or Operations Coordination.
Our Hiring Process
Every application gets reviewed. Shortlisted candidates complete a short WorkScreen exercise (file organization + naming convention task), then a video interview. Finalists complete references and a background check.
📥 How to Apply
Apply via WorkScreen: [Insert WorkScreen link] — our skills-based evaluation highlights your potential, even without direct experience.
Hiring doesn’t have to be hard.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Document Controller Job Posts Work
Both job descriptions above do more than just list duties — they sell the role to the right person. Here’s why they’re effective:
1. Clear, Specific Titles
- Instead of “Document Controller,” each post names the company and adds relevant context.
- Example: “Document Controller — NorthRiver Construction Group (Healthcare & Civic Projects)” instantly tells an experienced candidate the industry and project types.
- Example: “Document Controller (Training Provided) — LuminaTech Electronics” signals openness to entry-level candidates.
- Example: “Document Controller — NorthRiver Construction Group (Healthcare & Civic Projects)” instantly tells an experienced candidate the industry and project types.
Why it works: Candidates can instantly tell if the role is relevant to them — which saves you time and reduces unqualified applications.
2. The Video Element Adds Trust
- A Loom or YouTube intro from the hiring manager humanizes the post. Candidates see a face, hear a voice, and feel a connection to the team before applying.
Why it works: Job seekers trust people, not just brands. It’s a differentiator 99% of job posts don’t use.
3. Warm, Contextual Intros
- Instead of starting with duties, both posts begin with who the company is, what they do, and why documentation matters in their world.
- NRCG ties documentation to project success in construction.
- LuminaTech links it to quality, manufacturing, and customer reliability.
- NRCG ties documentation to project success in construction.
Why it works: Top candidates want to feel part of a bigger mission, not just a task list.
4. Responsibilities That Show Impact
- Duties are written to show why they matter.
- “Maintain revision history and distribution lists for drawings and specs” (shows control over accuracy).
- “Assist with audit prep” (shows how it supports compliance).
- “Maintain revision history and distribution lists for drawings and specs” (shows control over accuracy).
Why it works: It reframes tasks as meaningful contributions instead of box-ticking.
5. Transparent Salary & Benefits
- Both roles include pay ranges, benefits, and perks separately.
- Perks are tangible (lunch stipend, learning stipend) rather than vague (“great team environment”).
Why it works: Transparency builds trust and increases applications from serious candidates.
6. Clear Cultural Fit (“Why This Role Is a Great Fit” Section)
- Each job post has a section that explicitly describes the type of person who thrives in the role.
- NRCG appeals to detail-driven pros who thrive on precision in high-stakes projects.
- LuminaTech appeals to learners who love tidy systems and mentorship.
Why it works: Helps self-selection — the right people lean in, the wrong people self-filter.
7. Respectful, Transparent Hiring Process
- States that every application will be reviewed.
- Explains the WorkScreen exercise in plain terms.
- Mentions follow-up regardless of outcome.
Why it works: Most job seekers hate the “apply and never hear back” experience. Respect earns you goodwill and better engagement.
Example of a Bad Document Controller Job Description (And Why It Fails)
❌ Bad Job Post Example
📌 Job Title: Document Controller
💼 Type: Full-Time
📍 Location: [City, State]
Job Summary:
We are seeking a Document Controller to manage company documents. The ideal candidate will ensure documents are organized and up to date.
Responsibilities:
- Maintain documents.
- Update files.
- Ensure accuracy.
- Archive old records.
Requirements:
- Bachelor’s degree in any field.
- 2 years’ experience preferred.
- Strong organizational skills.
How to Apply:
Send your CV to hr@company.com. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Short
- Generic Job Title
- Just “Document Controller” with no industry, company name, or project context. It could be any role in any company — nothing to hook the right candidate.
- Cold, Minimal Intro
- “We are seeking a Document Controller to manage company documents” says nothing about why the role exists or how it impacts the company.
- No Salary or Benefits
- Hiding pay turns away serious candidates and makes the post feel outdated.
- Responsibilities Are Too Vague
- “Maintain documents” could mean scanning, filing, updating — or anything. There’s no clarity on software, workflows, or industry-specific duties.
- No Insight Into Culture or Values
- Nothing about how the team works, what the company cares about, or why someone would want to be here.
- Hiring Process Feels Dismissive
- “Only shortlisted candidates will be contacted” is impersonal and discouraging. It tells candidates their effort isn’t valued.
- Weak Call to Action
- Just an email address. No enthusiasm, no invitation to learn more, no sense of excitement about joining the team.
Bonus Tips to Make Your Document Controller Job Post Stand Out
You’ve seen the difference between strong and weak job posts. Now let’s talk about how to give your Document Controller job description that extra edge — the kind of details that make top candidates stop scrolling and click “Apply.”
1. Add a Security & Privacy Notice
Show candidates you take their safety seriously by making it clear you won’t ask for payment or sensitive financial details during the hiring process.
Example:
Important Notice: We take the privacy of all applicants seriously. We will never request payment, bank details, or personal financial information at any stage of our recruitment process.
Why it works: Builds trust from the first touchpoint — especially important for administrative roles that deal with confidential information.
2. Mention Leave Days or Flex Time
Work-life balance matters. Even a small amount of paid leave or flexibility can make your offer stand out.
Example:
Enjoy 15 PTO days, 8 paid holidays, and the ability to work from home one day per week after your first 90 days.
Why it works: Candidates weigh benefits alongside salary — flexibility signals you value people’s time.
3. Highlight Training & Growth Opportunities
Even experienced Document Controllers want to know there’s a path forward.
Example:
We invest in your growth with a $1,000 annual learning stipend, paid certifications, and cross-training with our Project Engineering team.
Why it works: Shows you’re not just filling a role — you’re building careers.
4. Include a Loom or YouTube Video
Let the hiring manager or team lead introduce the role personally.
Example:
- 60–90 seconds explaining: Who you are, why the role exists, and what makes your team special.
Why it works: Humanizes the company and builds connection before they even apply.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Show Real Employee Voices
Add a short quote from someone already in a similar role.
Example:
“At NRCG, I know my work matters. The documents I manage keep multi-million-dollar projects on track. The team’s support and attention to detail make it a great place to grow.” — Alex, Senior Document Controller
Why it works: Candidates trust peer testimonials more than corporate statements.
6. Make the CTA Human, Not Transactional
Instead of “Send CV to hr@company.com,” try:
“If you love organized systems and want to see your work have a real impact on projects, we’d love to meet you. Apply through our WorkScreen link so we can see your skills in action.”
Why it works: Invites candidates in and reminds them why the role matters.
Should You Use AI to Write Job Descriptions?
It’s tempting to think, “Why spend time writing a job post when I can get ChatGPT to spit one out in 30 seconds?”
The problem?
That’s exactly why so many job descriptions sound identical. AI alone will give you generic, lifeless copy — the same recycled phrases you’ll see on a hundred other listings. And generic posts attract generic applicants.
❌ The Wrong Way to Use AI
- Typing: “Write me a Document Controller job description” and pasting whatever it spits out.
- Result: A bland, corporate-sounding template with no reflection of your company’s voice, culture, or unique needs.
- Impact: You get more unqualified, low-effort, “spray-and-pray” applications — the very thing you’re trying to avoid.
✅ The Right Way to Use AI
AI works best when you provide the raw ingredients — the details only you can give. Then, let AI organize, refine, and polish your message.
Example Prompt for a Document Controller Role:
Help me write a job post for our company, NorthRiver Construction Group. We’re hiring an experienced Document Controller to manage project documentation for healthcare and civic construction projects. Our culture values precision, respect, and proactive communication. The ideal candidate is detail-oriented, calm under deadlines, and confident with Procore and SharePoint. We offer $65,000–$78,000 + benefits (medical, dental, vision, 401k, PTO, volunteer day, learning stipend). Our hiring process includes a WorkScreen skills test, panel interview, and reference check. Here are my draft notes… [paste bullet points]
Why this works:
- AI gets your specific company context — not generic filler.
- The post reflects your voice and values.
- You still get speed and structure, without sacrificing authenticity.
💡 Pro Tip: If you liked one of the good examples earlier in this article, paste it into your AI prompt and say:
“Write me something in this style, but customized to my company and role details below.”
This way, AI is modeling an example you already know works.
Build a winning team—without the hiring headache.
WorkScreen helps you hire fast, confidently, and without second-guessing.
Need a Quick Copy-Paste Document Controller Job Description?
We get it — sometimes you just need something fast.
Maybe you’ve already read this guide and understand what a strong job post looks like, but you also want a solid starting point you can copy, paste, and tailor to your company in minutes.
That’s what this section is for.
✏️ Important Reminder:
Don’t copy this word-for-word and expect magic.
This is a foundation, not a final draft.
Add a Loom video, inject your team culture, and edit the details to reflect your actual company.
In this section, you’ll find two ready-to-use job description templates for quick copy-paste use — but please remember, like we mentioned above, don’t just copy them word-for-word and expect results.
Think of these as starting points, not final drafts.
- Option 1: A more conversational, culture-first job description that highlights personality and team fit.
- Option 2: A more structured format, including a Job Brief, Responsibilities, and Requirements for a traditional approach.
✅ Option 1: Conversational, Culture-First Template (Experienced)
📌 Job Title: Document Controller — [Company Name] ([Industry/Project Type])
💼 Type: [Employment Type] | [Work Arrangement] | [Location]
💰 Salary: [Salary Range] [ + Bonus (optional)]
🕒 Schedule: [Work Hours & Days]
🎥 A quick word from our hiring manager (Loom/YouTube): [Video Link]
Who We Are
[Company Name] is a [company size/descriptor] in the [industry] space. We build/ship/support [what you do], where documentation is mission-critical — from contracts and drawings to compliance records and closeout packages. Accuracy and clarity keep our teams aligned and our customers confident.
About the Role
We’re hiring an experienced Document Controller to manage project/company documentation end to end. You’ll keep files accurate, versioned, compliant, and accessible to the right people at the right time.
What You’ll Be Doing
- Own document workflows in [DMS tools, e.g., Procore/Aconex/SharePoint].
- Track revisions, approvals, and distribution lists for key documents.
- Manage submittals/RFIs from receipt to approval; maintain logs.
- Prepare closeout/hand-over documentation (O&Ms, warranties, as-builts).
- Run periodic audits for naming conventions and metadata completeness.
- Partner with project/operations/engineering teams to unblock information flow.
What We’re Looking For
- [X]+ years in document control (experience in [industry] preferred).
- Proficiency with [relevant tools].
- Meticulous attention to detail and strong follow-through.
- Clear, professional communicator; comfortable nudging stakeholders.
- High integrity with confidential materials.
Perks & Benefits
- Health: [Medical/Dental/Vision] + [HSA/FSA]
- Time off: [PTO Days] + [Paid Holidays] + [Floating/Volunteer Day]
- Retirement: [401(k)/Pension] with [Match %]
- Growth: [Learning stipend/training budget] + [Paid certifications]
- Extras: [Commuter/lunch stipend/phone reimbursement], [Hybrid flexibility]
Why This Role Is a Great Fit
If you love clean systems, precise handoffs, and seeing projects land on time because the right document hit the right inbox at the right moment, this is your zone. You’ll have autonomy, visible impact, and a path to [Senior Doc Controller/Operations/Project Support].
Our Hiring Process
We review every application and respond to all candidates. Shortlisted applicants complete a brief WorkScreen skills exercise, then an interview. Finalists complete references/background check.
📥 Apply here: [WorkScreen Link]
✅ Option 2: Structured “Job Brief + Responsibilities + Requirements” (Entry-Level or Flexible)
Job Title: Document Controller
Location: [Location] ([Work Arrangement])
Employment Type: [Full-Time/Part-Time/Contract]
Salary: [Salary Range] + [Benefits]
Job Brief
[Company Name] is seeking a Document Controller to organize and maintain accurate, versioned documentation across teams. This role supports timely decisions, compliance, and smooth operations.
Responsibilities
- Maintain document systems ([Tools: SharePoint/DocuWare/Procore/etc.]).
- Track revisions, approvals, and distribution.
- Ensure naming conventions and metadata accuracy.
- Archive superseded documents; prepare audit materials.
- Coordinate with stakeholders to ensure timely information flow.
Requirements
- [Entry-level/Experienced] — [Years] in doc control or related admin preferred.
- Comfortable learning/documenting in [tools].
- Strong attention to detail and organization.
- Clear, professional communication.
Benefits
- Health: [Medical/Dental/Vision]
- Time off: [PTO Days] + [Holidays] + [Flex Days]
- Retirement: [401(k)/Pension] + [Match %]
- Growth: [Tuition/Certification reimbursement] + [Mentorship/Training]
How to Apply
Apply via [WorkScreen Link] — all candidates are reviewed; shortlisted applicants will complete a brief skills exercise and interview.
Let WorkScreen Handle the Next Step of Hiring
Writing a great job post is just the first step. The real challenge?
Sorting through applicants to find the ones who can actually do the job — without losing hours in the process.
That’s where WorkScreen.io comes in.
With WorkScreen, you can:
🔍 Quickly Identify Your Most Promising Candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
🛠 Easily Administer One-Click Skill Tests
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
🚫 Eliminate Low-Effort Applicants
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
📈 Make Data-Driven Hiring Decisions
WorkScreen gives you side-by-side candidate comparisons and performance metrics, so every hiring decision is backed by data, not gut feeling.
Sign up for WorkScreen.io
If you’ve just built your Document Controller job description using this guide, take the next step:
create your job post, and let WorkScreen handle candidate evaluation while you focus on hiring the right fit — faster and smarter.
FAQ — Regional Retail Manager Job Description
Look beyond just “organized and detail-oriented.” Here are high-impact skills that matter:
- Version Control Mastery — understanding of how to manage and track document revisions, especially in regulated environments like construction, manufacturing, or healthcare.
- Document Management Software Literacy — familiarity with tools like Procore, Aconex, SharePoint, DocuWare, Bluebeam, etc. Even if you train them, candidates should show adaptability to similar systems.
- Audit & Compliance Awareness — can they anticipate internal/external audit expectations? Look for someone who proactively ensures accuracy rather than just responding to review requests.
- Communication & Negotiation — handling RFIs, chasing approvals, or clarifying version discrepancies means tact and clarity—especially when coordinating with teams across shifts, sites, or functions.
- Metadata Discipline — they should appreciate naming conventions, tagging, and classification—not just storing files, but organizing them for searchability and compliance.
- Calm Under Pressure — in industries like construction or manufacturing, documentation often spikes near project deadlines or inspections. Resilience in crunch times is essential.
Salaries vary by industry, location, experience, and company size. Here are ballpark ranges based on recent data:
- United States (mid-size companies/construction): Approximately $55,000 to $75,000 annual base salary.
- Entry-Level Roles (non-construction/startups): Typically between $40,000–$55,000.
- High-Demand or Specialized Industries (e.g., healthcare, aerospace): Can range from $75,000–$90,000+, especially with experience and advanced certifications.
These figures are general; you’d want to check up-to-date salary aggregators (e.g., Glassdoor, Payscale, Indeed) and tailor your range based on geography, industry, and competition.
- Certified Document Controller (CDC) credential from organizations like the American Productivity & Quality Center (APQC).
- Project Management Certifications — courses/modules that include documentation workflows (e.g., PMI’s PMP or CAPM).
- Industry-Specific Training — e.g., ISO 9001 documentation practices, or construction-specific platforms like Procore Academy.
Yes—especially in industries like healthcare, finance, or government contracting. Understanding basic principles of GDPR, HIPAA, or ITAR, depending on your sector, helps ensure compliant document handling and reduces risk.
