Job Summary:

The Functional Executive Officer for DMS System is responsible for managing the registration, review, distribution, and archiving of documents in accordance with organizational policies and standards. This role requires proficiency in using an electronic Document Management System (DMS) to ensure efficient, secure, and traceable handling of company and project documentation.

Job Duties:

• Receive, log, classify, and distribute internal and external documents through the DMS.
• Ensure documents are accurately filed, coded, and version-controlled as per company procedures.
• Monitor document review and approval workflows through the system.
• Maintain document registers, tracking logs, and distribution matrices.
• Operate the electronic Document Management System (DMS) including document upload, metadata tagging, classification, archiving, and basic system upkeep.
• Ensure documents are accessible to authorized users while maintaining confidentiality and security.
• Provide first-level support for DMS issues (user access, document status, basic workflow errors), and coordinate with the DMS Administrator or IT for escalations.
• Collaborate with project teams, departments, and external stakeholders to manage document flow.
• Follow up on pending approvals, reviews, and submissions via the system.
• Provide basic guidance and support to team members on DMS use and document control procedures.
• Support audits by providing document logs, version histories, and archived records as needed.
• Ensure documents are archived and retained in compliance with company retention policies.