Document Controller

Role Purpose

As a vital member of the project team, the Document Controller is responsible for the meticulous management, organization, and accessibility of all critical project documents. This role ensures seamless project execution by maintaining robust document control systems, facilitating efficient communication, and supporting schedule monitoring. The Document Controller plays a pivotal role in preserving the integrity of project data, enabling stakeholders to retrieve essential information promptly while adhering to industry standards and regulatory requirements.

Key Responsibilities

• Project Communication System Management: Establish, maintain, and oversee the Project Communication System provided by the EPC Contractor. This includes managing the internal distribution, archiving, and storage of all incoming and outgoing correspondence to ensure seamless information flow across the project team.
• Document Control System Administration: Set up and maintain the Project Document Control System supplied by the EPC Contractor. This encompasses the live archive and storage of all project information and documents, ensuring compliance with document control protocols and accessibility for authorized personnel.
• Schedule Monitoring Oversight: Monitor the EPC Contractor’s Schedule Monitoring System to track project timelines, milestones, and deliverables. This role involves verifying the accuracy of schedule updates and ensuring alignment with project objectives.
• Document Filing and Tracking: Ensure all company documentation—both hard copies and electronic files—are properly filed and maintained. This includes updating tracking logs to reflect the latest document statuses, revisions, and approvals, thereby supporting audit readiness and compliance.
• Document Retrieval and Support: Assist project team members in efficiently searching for and retrieving critical documents or information within the system. This function is essential for maintaining productivity and minimizing delays in project execution.
• Management Reporting: Generate and provide management tools such as Status Reports, Input Audit Reports, and other monitoring reports as requested by the Project Director, Construction Manager, and QA/QC Manager. These reports will offer insights into document control activities, system performance, and compliance status.

Qualifications and Experience

To excel in this role, candidates must meet the following criteria:

• Education: A Bachelor’s degree in Administration, Business Management, or an equivalent field is required.
• Industry Experience: Minimum of 3 years of hands-on experience as a Document Controller within the Energy, Oil & Gas, or a related industry. Prior exposure to large-scale projects is highly advantageous.
• Technical Proficiency: Demonstrated experience with Electronic Document Management Systems (EDMS) and a deep understanding of document control processes and systems. Familiarity with engineering documents and approval workflows within project environments is essential.
• Attention to Detail: Exceptional concentration and meticulous attention to accuracy, ensuring that data, numbers, and titles are entered into the system without errors.
• Organizational Skills: Proven ability to manage diverse filing systems and maintain high standards of organization. Strong communication and interpersonal skills are necessary to collaborate effectively with cross-functional teams.
• Software Competency: Proficiency in standard office software, including Microsoft Word, Excel, Outlook, SharePoint, and PowerPoint, is required to support document management and reporting tasks.

The ideal candidate will be a proactive problem-solver with a commitment to maintaining the highest standards of document integrity and accessibility throughout the project lifecycle.