Document Controller

OVERVIEW OF JOB

• The Document Controller is responsible for establishing, implementing, and maintaining an effective document control system for all project-related documentation.
• The role ensures that engineering drawings, technical documents, project correspondence, vendor documentation, quality records, and other controlled information are properly received, registered, reviewed, distributed, revised, stored, and retrieved in accordance with company procedures, project requirements, client specifications, and applicable industry standards.

ROLES AND RESPONSIBILITIES

Document Control and Management

• Establish and maintain an effective document control system for project and operational documentation.
• Receive, register, classify, and track incoming and outgoing documents.
• Maintain the Master Document Register (MDR) and ensure that document numbers, titles, revisions, status, and submission dates are accurately recorded.
• Ensure all documents are properly identified, indexed, filed, and retrievable.
• Maintain controlled hard-copy and electronic document repositories.
• Ensure that only the latest approved or authorized revisions are available for use at project sites and offices.
• Monitor document status and follow up on overdue submissions, reviews, and approvals.

Engineering and Technical Documentation

• Manage engineering deliverables, including:
• Engineering drawings and design calculations.
• Architectural, civil, structural, mechanical, electrical, and instrumentation drawings.
• Technical specifications, data sheets, and design reports.
• Equipment and material datasheets.
• Vendor drawings, technical submittals, and equipment manuals.
• Inspection and Test Plans (ITPs), method statements, and quality records.
• As-built drawings and final engineering documentation.
• Track technical document submissions, review comments, revisions, and approval status.
• Coordinate with engineering disciplines to ensure documents are submitted in accordance with the project schedule and deliverable requirements.

Document Transmittal and Distribution

• Prepare and issue document transmittals for submissions to clients, consultants, contractors, vendors, and other project stakeholders.
• Maintain accurate records of all document submissions, acknowledgements, reviews, and returned comments.
• Ensure documents are distributed to the appropriate recipients in accordance with the approved distribution matrix.
• Track documents requiring review, approval, information, or action.
• Follow up with relevant stakeholders to resolve outstanding document review comments and approval delays.

Revision and Change Control

• Maintain document revision histories and revision registers.
• Ensure superseded documents are withdrawn from active use and appropriately archived.
• Track revisions arising from design changes, technical queries, site instructions, and client comments.
• Ensure approved revisions are communicated to the relevant project teams.
• Maintain traceability of document changes and approval records.

Quality Assurance and Compliance

• Ensure compliance with company document control procedures, project quality plans, and client documentation requirements.
• Support internal audits, client audits, and external quality assessments by retrieving required records.
• Maintain quality documentation, including inspection reports, non-conformance reports (NCRs), corrective action records, and quality certificates.
• Ensure documents are complete, legible, properly approved, and filed in the required format.
• Maintain confidentiality and protect sensitive technical and commercial information.

Project Correspondence and Records Management

• Maintain registers for project correspondence, technical queries, Requests for Information (RFIs), site instructions, meeting minutes, and other formal communications.
• Track correspondence requiring responses or further action.
• Maintain records of contractual communications, approvals, and key project decisions.
• Support the compilation of project handover dossiers and final documentation packages.
• Ensure records are retained in accordance with the company's document retention policy and contractual requirements.

Digital Document Management

• Operate and maintain electronic document management systems (EDMS) and project collaboration platforms.
• Upload, index, search, retrieve, and distribute documents electronically.
• Maintain structured electronic filing systems with appropriate access controls and backup arrangements.
• Ensure compliance with document naming conventions, metadata requirements, and file-format specifications.
• Support the project team in the effective use of document management tools.

Project Close-Out and Handover

• Coordinate the collection and verification of final project documentation.
• Compile as-built drawings, operation and maintenance manuals, inspection records, material certificates, equipment documentation, and other handover deliverables.
• Verify that outstanding document comments and deliverables are resolved or properly recorded.
• Prepare final document indexes and handover registers for submission to the client or asset owner.
• Archive project documentation in accordance with contractual and company requirements.

TECHNICAL SKILL

• Good understanding of document control procedures, document lifecycle management, document numbering systems, revision control, and records management practices.
• Ability to maintain Master Document Registers, document logs, transmittals, correspondence registers, and technical submission records accurately.
• Familiarity with engineering drawings, technical documentation, vendor submissions, project correspondence, and quality records.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook, and familiarity with SharePoint or similar document management platforms.
• Experience using an Electronic Document Management System (EDMS) or project collaboration platform is an advantage.
• Understanding of document distribution procedures, access controls, document retention requirements, and confidentiality practices.
• Knowledge of ISO 9001 quality management principles, audit documentation, and document control compliance requirements is desirable.
• Strong organisational skills, attention to detail, and the ability to manage multiple document submissions and competing deadlines.
• Good written and verbal communication skills and the ability to coordinate effectively with multidisciplinary project teams, clients, vendors, and contractors.

POSITION SPECIFICATION

Key Requirements

Qualifications:

• Minimum of a Bachelor's degree in Library and Information Science, Information Management, Business Administration, Engineering, or a related field.

Work Experience:

• 3-6 years of relevant experience in document control, records management, or a related administrative or project support role.
• Experience managing engineering documentation, project correspondence, document registers, revision control, and technical submissions is preferred.
• Experience within the oil and gas, EPC, construction, engineering, or energy sectors is an advantage.

Knowledge Requirements:

• Knowledge of document control procedures, document numbering conventions, revision management, transmittal processes, and document tracking systems.
• Understanding of engineering documentation, technical submissions, project correspondence, and quality management records.
• Familiarity with document distribution matrices, approval workflows, document retention policies, and project close-out requirements.
• Proficiency in Microsoft Office applications and electronic filing systems; experience with SharePoint or an Electronic Document Management System (EDMS) is an advantage.
• Understanding of ISO 9001 quality management principles, audit requirements, and controlled documentation practices is desirable.
• Ability to maintain accurate records, manage deadlines, protect confidential information, and ensure the integrity and traceability of project documentation.