Virtual Document Controller

At Vintti, we specialize in providing US businesses with staffing solutions that feel local. By connecting companies with Latin American professionals operating in compatible time zones, we ensure that work schedules align naturally with US business hours. This temporal harmony facilitates immediate response times, efficient project management, and a cohesive team dynamic regardless of physical location.

A Virtual Document Controller plays a crucial role in managing and overseeing the flow of documents within an organization, ensuring that all documentation is organized, easily accessible, and up-to-date. This role involves coordinating with various teams to collect, review, and archive important documents, as well as maintaining a comprehensive document control system. By utilizing specialized software and adhering to industry standards, the Virtual Document Controller ensures confidentiality, compliance, and efficient document retrieval, ultimately supporting the seamless operation and administration of business processes.

- Proven experience as a Document Controller or similar role.
- Proficiency with document management systems and software.
- Strong organizational and multitasking abilities.
- Excellent attention to detail and accuracy.
- Familiarity with version control principles and practices.
- Good communication and collaboration skills.
- Ability to manage confidentiality of sensitive information.
- Strong problem-solving and troubleshooting skills.
- Basic knowledge of industry regulations and compliance standards.
- Ability to perform regular audits and checks on documentation.
- Experience in creating and managing document templates.
- Skills in developing training materials and guides.
- Ability to interface with IT for resolving technical issues.
- Comfortable working in a remote, virtual environment.
- Proficiency in using standard office software (e.g., MS Office Suite).

- Organize, categorize, and maintain electronic documents.
- Ensure proper version control of documents.
- Update and archive documents as necessary.
- Review and validate documents for accuracy and completeness.
- Collaborate with team members for document consistency.
- Manage access permissions for documents.
- Maintain confidentiality of sensitive information.
- Retrieve and distribute documents to stakeholders.
- Track document revisions and communicate changes.
- Develop filing systems for easy document retrieval.
- Participate in regular documentation audits.
- Provide support for document-related queries.
- Ensure compliance with industry regulations.
- Conduct routine checks on document accuracy.
- Create and manage document templates.
- Assist in creating training materials.
- Interface with IT to resolve technical issues.

The ideal candidate for the Virtual Document Controller role is a highly detail-oriented and meticulous professional with proven experience in document control or a similar capacity. They possess exceptional organizational skills and are adept at managing multiple tasks simultaneously without compromising accuracy. With a profound understanding of version control principles, they ensure all documents are meticulously reviewed, validated, and maintained in compliance with company standards and industry regulations. Strong communication and collaboration abilities enable them to work seamlessly with team members and stakeholders, ensuring consistency and timely distribution of documents. They exhibit a high level of integrity and discretion, particularly in managing sensitive information, and have a proactive approach to identifying and resolving issues. Technologically savvy, they are quick to adapt to new systems and can efficiently interface with IT for resolving any technical challenges. The ideal candidate is dependable, reliable, and able to work independently in a remote environment while maintaining a strong sense of responsibility and ownership. Their keen problem-solving skills, coupled with a process-oriented mindset, ensure efficient and effective document management practices. Comfortable with developing and managing document templates, as well as creating comprehensive training materials, they bring a high degree of patience and consistency to repetitive tasks, consistently delivering high-quality results.

- Organize, categorize, and maintain electronic documents using document management software.
- Ensure the proper version control of documents, updating and archiving as necessary.
- Review, verify, and validate documents for accuracy and completeness.
- Collaborate with team members to ensure document consistency and compliance with company standards.
- Manage access permissions and maintain confidentiality of sensitive information.
- Retrieve and distribute documents to stakeholders as requested.
- Track document revisions, and ensure timely updates and communication of changes.
- Develop and maintain filing systems for easy retrieval of documents.
- Participate in regular audits to ensure documentation accuracy and completeness.
- Provide support for document-related questions and troubleshoot issues for team members.
- Ensure compliance with industry regulations and internal policies for document management.
- Conduct routine checks to ensure all documents are up-to-date and correctly filed.
- Create and manage document templates to streamline standardization efforts.
- Assist in creating training materials or guides for document management procedures.
- Interface with IT department to resolve any technical issues related to document storage and retrieval systems.

- Highly detail-oriented and meticulous in work.
- Exceptional organizational skills.
- Strong communication abilities.
- Proactive in identifying and resolving issues.
- Ability to work independently and manage time effectively.
- Strong sense of responsibility and ownership.
- Adaptable to change and flexible in approach.
- Dependable and reliable in meeting deadlines.
- High level of integrity and discretion.
- Technically savvy and quick to learn new systems.
- Strong analytical and problem-solving skills.
- Able to work collaboratively within a team.
- Process-oriented with a focus on efficiency.
- Patient and able to manage repetitive tasks with consistent accuracy.

- Competitive salary range depending on experience.
- Comprehensive health, dental, and vision insurance.
- Flexible working hours with the ability to work remotely.
- Generous paid time off (PTO) policy, including holidays.
- Opportunities for professional development and training.
- Access to industry conferences and networking events.
- Retirement savings plan with employer matching.
- Employee wellness programs and resources.
- Work-life balance initiatives such as mental health days.
- Performance-based bonuses and incentives.
- Access to latest document management software and tools.
- Collaborative and supportive work culture.
- Career advancement opportunities within the company.
- Employee assistance programs.