Role: DOCUMENT CONTROLLER

Deadline: 27th March 2026 Job Purpose (Summary)
The Document Controller ensures accurate, efficient, and secure management of all project- related documentation throughout the project lifecycle. Acting as the central point for document distribution, tracking, and control, the role supports engineering, design, and construction teams in compliance with internal procedures, client requirements, and industry standards. This position safeguards the integrity of information flow, ensuring timely and correct documentation delivery for decision-making and regulatory compliance.

Qualifications & Skills

Education & Certifications:
- Diploma or Bachelor’s degree in Engineering, Information Management, or related field.
- Certifications in Quality Management Systems (QMS ISO 9001:2015) or Lead Auditor (CQI & IRCA) preferred.

Experience:
- 3 - 5 years of document control experience in oil and gas, construction, or engineering projects.
- Experience managing complex project documentation, including engineering drawings and deliverables.

Hard Skills:
- Proficiency in Microsoft Excel and document management systems.
- Knowledge of document numbering systems, MDR, transmittal procedures, and revision control.
- Familiarity with ISO 9001:2015 QMS standards and project compliance procedures.

Soft Skills:
- Strong attention to detail and organizational capabilities.

Key Responsibilities/Duties
1. Document Management & Control
- Maintain the Master Document Register (MDR) for each project, tracking all documents from initiation through final issuance (e.g., Issue for Construction).
- Assign and verify document numbers according to project-specific numbering systems and client requirements.
- Manage document revisions, ensuring accurate version control and timely updates.
- Ensure proper storage of all documents on servers and project repositories in compliance with ISO 9001:2015 and internal QMS procedures.
- Handle external documents (e.g., DPR Certificates), ensuring correct treatment according to project protocols.

2. Document Distribution & Communication
- Serve as the liaison between office-based and project-based teams for document flow.
- Generate and distribute transmitters for all outgoing documents, ensuring each transmitter carries a unique identifier.
- Coordinate with clients and internal teams to confirm receipt, implement comments, and track feedback on submitted documents.
- Support multidisciplinary teams by ensuring that drawings, engineering designs, and technical documents are routed correctly and promptly.

3. Compliance & Quality Assurance
- Ensure all documentation meets internal quality standards, client requirements, and regulatory expectations.
- Conduct checks to verify document numbering, naming conventions, revision stages, and alignment with client document control systems.
- Participate in internal audits and quality reviews, supporting ISO 9001:2015 compliance.
- Maintain accurate records of all deliverables, including transmittals, approvals, and comment implementation.

4. Reporting & Analysis
- Prepare periodic reports on document status, outstanding actions, and compliance metrics for project managers and engineering leads.
- Monitor document workflows, identifying bottlenecks or inefficiencies and proposing process improvements.
- Maintain detailed Excel-based trackers and dashboards for real-time project documentation status.
5. Tools & Systems

- Utilize Microsoft Excel and other document management systems for tracking, indexing, and reporting.
- Support future implementation of electronic document