Document Controller - Site Administrator

Job Type: Full time

Job Purpose:

The Document Controller/ Site Administrator is responsible for managing and overseeing all documentation related to a project or organization. This includes the receipt, distribution, organization, storage, and retrieval of electronic and hard copy documents to ensure consistency, version control, compliance, and accessibility.

Key Responsibilities:

• Maintain and manage document control systems (both electronic and paper-based).
• Ensure all documentation is correctly labelled, version-controlled, and easily retrievable.
• Monitor and update document registers and databases.
• Distribute documents to relevant personnel and stakeholders as per project workflows.
• Assist in the preparation, editing, formatting, and proofreading of documents.
• Ensure compliance with company policies, procedures, and industry regulations.
• Liaise with internal teams, contractors, suppliers, and external stakeholders regarding document submissions and revisions.
• Archive obsolete documents and maintain audit trails.
• Conduct periodic document audits to ensure data integrity and system effectiveness.
• Provide support and training to staff on document control processes and systems.

Data Collection & Reporting:

• Assist in collecting, compiling, and validating data from site reports, inspections, audits, or field activities.
• Support compliance reporting through accurate record-keeping and data tracking.
• Prepare dashboards or summaries of document and data control status for management review.
• Coordinate with teams to ensure timely submission of required data and documentation.
• Requirements:
• Proven experience in a similar role (typically 2+ years).
• Excellent organizational skills and attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Good communication skills, both written and verbal.
• Ability to work under pressure and meet deadlines.

Desirable:

• Experience in the pharmaceutical or construction industry.
• Familiarity with quality management systems.
• Certification in document control or records management is a plus.

This is a full time onsite role based in Limerick.