Document Controller

About Linfox

Linfox utilizes advanced technology to deliver essential goods and natural resources to Australia's top companies, servicing industries such as retail, healthcare, government, and defence. The company focuses on innovation in safety, sustainability, and efficiency, offering employees opportunities to build rewarding careers.

Role Overview

The Document Controller will be essential in preserving the accuracy, integrity, and governance of critical HR documentation across multiple systems. This role involves coordinating document control activities to keep documents compliant, accessible, and current through their entire lifecycle.

Key Responsibilities

• Oversee document control procedures for HR policies, procedures, SOPs, guides, and training materials.
• Maintain comprehensive document registers, ensuring all documents are compliant, current, and adhere to version control.
• Coordinate review, approval, and publication processes with relevant stakeholders.
• Facilitate the migration of HR documents from SharePoint to NovaCore.
• Track document review cycles to guarantee timely updates and revisions.
• Ensure content accuracy and compliance across multiple document management platforms.
• Support internal and external audits by providing accurate documentation and compliance records.
• Contribute to system improvement initiatives, including data cleansing and reporting.
• Manage stakeholder inquiries related to documentation, systems, and processes.
• Assist with administration of the Learning Management System (LMS) and maintain learner record accuracy.

Candidate Profile

Ideal candidates will be detail-focused and highly organized, thriving in systems-driven environments where documentation accuracy and compliance are vital. Familiarity with governance and version control is crucial, along with the ability to work effectively across multiple platforms and with various stakeholders.

Qualifications and Experience

• At least 2 years of experience in document control, records management, or related governance roles.
• Proven track record managing controlled documents within ISO-certified quality management systems.
• Experience with document management software such as NovaCore, M-Files, SuiteFiles, or similar platforms.
• Strong knowledge of document lifecycle, version control, and governance principles.
• Experience organizing document reviews, approvals, and compliance processes.
• Exposure to SharePoint administration and document migration projects.
• Excellent communication skills with an ability to engage stakeholders effectively.
• Meticulous attention to detail and ability to prioritize competing deadlines.
• Advanced proficiency in Microsoft Word, Excel, SharePoint, and Teams.
• Experience in regulated or compliance-focused settings is highly valued.
• Knowledge of Learning Management Systems or training documentation management is an advantage.

Additional Information

This is a 12-month fixed-term, on-site position based at Linfox headquarters in Essendon Fields, Victoria.

Inclusion Statement

Linfox values diversity and inclusivity, encouraging applications from all backgrounds, including Aboriginal and Torres Strait Islander peoples, individuals with disabilities, and people of diverse gender identities.

Employment Conditions

Applicants must meet the company’s employment standards, which include criminal background checks and medical evaluations involving drug and alcohol testing.