Document Controller

Inchcape is the leading global automotive distributor operating in more than 40 markets. We partner with some of the biggest brands in the business to power better mobility today and in the future.

Our diverse global team of over 20,000 talented people foster an inclusive and collaborative culture, championing a brilliant experience for our customers and partners. We’re a dynamic and fast-growing business, dedicated to shaping a successful and sustainable future for the industry.

Here, you will unlock your full potential with career opportunities and learning experiences. You’ll work with cutting-edge technology, ground-breaking innovation, and forward-thinking colleagues. If you are highly driven with a can-do attitude, and you bring out the best in yourself and others, then join us to power new futures.

POSITION OBJECTIVE

To ensure accurate, timely, and secure management of invoice documentation within the Accounts Receivable / Accounts Payable teams. The Document Controller plays a critical role in maintaining organized records, supporting invoice processing workflows, and ensuring compliance with internal controls and audit requirements. This position contributes to the overall efficiency and integrity of the AR / AP functions by enabling smooth access to invoice data.

DUTIES AND RESPONSIBILITIES

1. Invoice Documentation Management

• Receive, review and log invoices for accuracy and completeness.
• Ensure timely encoding and filing of invoices.

2. Document Control and Filing

• Maintain an organized and up-to-date filing system for all AR /AP related documents.
• Ensure proper version control and prevent duplication or loss of records.
• Archive old records in accordance with company retention policies.

3. Coordination and Communication

• Liaise with Sales / Procurement and AR / AP Finance teams to resolve discrepancies or missing documentation.
• Support the AR / AP teams in preparing documentation for audits, reconciliations, and reporting.

4. Compliance and Audit Support

• Ensure all documentation complies with internal controls, accounting standards, and audit requirements.
• Assist in internal and external audits by providing requested documents promptly.

5. Reporting and Monitoring

• Prepare regular reports on invoice status, document completeness, and outstanding issues.
• Track and escalate delayed or missing documentation to relevant teams.

6. Confidentiality and Data Security

• Handle sensitive financial documents with a high level of confidentiality.
• Ensure secure storage and restricted access to financial records.

Personality and Desirable Traits

• Ability to handle sensitive, confidential information, adaptability, ethical, self-driven, ability to manage time effectively.
• Strong attention to detail and accuracy in data and financial records.
• Ability to work as part of the team and take direction accurately.
• Analytical thinker and problem solver
• Strong communication skills and confident in dealing with Business Operations, auditors and customers.

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The physical requirements of this position involve sedentary work, which involves sitting most of the time.
• The worker is required to have close visual acuity to perform activities such as preparing and analyzing data and figures and viewing a computer terminal.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Workstations located in air-conditioned offices with adequate lighting.  Must perform work outdoors from time to time.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.