Document Controller

Company Description

HubBroker specializes in providing robust and scalable EDI solutions for businesses of all sizes. With expertise in integrating numerous ERP systems, webshops, business accounting platforms, and third-party logistics solutions, HubBroker optimizes and automates data exchange processes. Its advanced Integration Platform (iPaaS) ensures seamless EDI processing, enabling accurate business document conversion and exchange in compatible formats. The company also delivers tailored EDI solutions to suppliers, manufacturers, retailers, and distributors to enhance digital trade and operational efficiency while maintaining data security and compliance.

Abstract:

We are seeking a detail-oriented and organized professional to establish and maintain structure, consistency, and governance across our digital workspaces — including SharePoint, OneDrive, and Microsoft Teams. The role ensures our teams can easily find, share, and collaborate on documents in a standardized and secure way.

Key Responsibilities

• File Structure & Organization
• Audit existing folders and files across SharePoint, OneDrive, and Teams.
• Define and implement logical, scalable folder structures.
• Clean up redundant, outdated, or duplicate files (“ROD” cleanup).
• Apply consistent naming conventions and metadata tagging.
• SharePoint & OneDrive Governance
• Organise and manage SharePoint site collections, libraries, and permissions.
• Implement rules for file ownership, versioning, and archiving.
• Maintain site navigation and ensure user access aligns with company policies.
• Teams Folder Oversight
• Coordinate with each team to ensure proper use of shared folders and channels.
• Follow up with users regularly on housekeeping, folder misuse, or content sprawl.
• Help teams align file storage between Teams and SharePoint for version control and consistency.
• Training & Documentation
• Create and maintain quick guides, SOPs, and naming convention documents.
• Train team members on best practices for file management and collaboration.
• Act as the first point of contact for SharePoint/OneDrive folder structure questions.
• Ongoing Maintenance
• Conduct periodic audits of file and folder structures.
• Track and report usage, compliance, and improvement areas.
• Work closely with IT to ensure data retention and backup policies are applied.

Requirements:

Qualifications & Skills

• Strong experience with Microsoft 365 ecosystem – especially SharePoint, OneDrive, and Teams.
• Understanding of file management best practices and governance principles.
• Strong organisational and communication skills.
• Ability to translate messy data structures into clear, user-friendly systems.
• Experience documenting and enforcing digital policies.
• Basic technical knowledge of permissions, user access, and version control

Preferred Experience

• Prior experience as SharePoint Coordinator, Digital Workplace Administrator, or Document Controller.
• Exposure to EDI / ERP / iPaaS environments (a plus).
• Familiarity with data migration or file structure automation tools.

Soft Skills

• Meticulous attention to detail.
• Proactive and persistent in follow-up with team owners.
• Good balance of structure and flexibility.
• Ability to simplify complexity and communicate clearly.

Benefits

·         Quarterly rewards based on roadmap achievements and customers’ success.

·         20 Yearly leaves.

·         14 National Holidays Off.

·         Cross-team work culture.

·         Career Development & Training Programs.

·         Employee Referral Benefits.

·         Health Insurance.

·         Compensatory Off-Benefits.

·         Paid half-day leaves on special occasions of Birthdays & anniversaries.

·         Meals while working extra.

·         Yearly day-outing activities.

·         Yearly Achievement Awards.