Document Controller - Lead

Document Controller – Lead

Join our dynamic team as the **Lead Document Controller**, a pivotal role responsible for overseeing the seamless management, distribution, and archiving of critical project documentation throughout the entire lifecycle. In this strategic position, you will ensure that all project and organizational records—including contracts, technical submittals, drawings, RFIs, method statements, reports, and compliance documents—are meticulously controlled, traceable, and accessible in alignment with company policies, project requirements, and contractual obligations. Your expertise will drive operational efficiency, mitigate risks, and uphold the highest standards of document integrity across all stakeholders.

As the Lead Document Controller, you will serve as the backbone of our document control processes, ensuring that every document—from initial submission to final archiving—is handled with precision and compliance. This role demands a high level of technical proficiency, particularly in **Oracle Aconex** and Electronic Document Management Systems (EDMS), where you will administer workflows, manage user permissions, and optimize system performance to enhance collaboration and productivity.

Key Responsibilities

Your responsibilities will span the entire spectrum of document lifecycle management, including:

• Strategic Document Oversight: Lead the organization, maintenance, and distribution of all project documentation, ensuring accuracy, traceability, and compliance with **Quality Management Systems (QMS)** and **Integrated Management Systems (IMS)** procedures.
• End-to-End Document Control: Oversee the receipt, registration, classification, processing, tracking, and archiving of incoming and outgoing documents, including contracts, technical submittals, RFIs, method statements, and correspondence.
• Metadata and Revision Management: Maintain robust document numbering, coding, revision control, and metadata to ensure versioning, traceability, and accessibility for all stakeholders.
• Stakeholder Coordination: Collaborate with **Project Managers, Engineers, Contractors, Commercial Teams, QA/QC, and HSE** to facilitate seamless document exchange, resolve issues, and align documentation with project timelines and requirements.
• Workflow Optimization: Develop, implement, and refine document control procedures, workflows, and guidelines to enhance efficiency and compliance across all project phases.
• Audit and Compliance: Conduct regular document reviews and audits to verify accuracy, completeness, and adherence to **contractual, regulatory, and company standards**, including the proper identification and archiving of superseded documents.
• Oracle Aconex & EDMS Administration: Act as the **key user and administrator** for Oracle Aconex, managing document uploads, revisions, transmittals, workflows, and user permissions while ensuring system integrity and continuous improvement.
• Reporting and Analytics: Generate comprehensive reports on document status, workflow progress, and outstanding actions to support data-driven decision-making and stakeholder communication.
• Training and Support: Provide guidance and training to project teams on best practices in document control, Aconex workflows, and EDMS utilization to foster a culture of compliance and efficiency.
• Security and Risk Mitigation: Enforce strict document security protocols to safeguard confidential information, manage access controls, and mitigate risks associated with unauthorized or improper document handling.

This role is ideal for a detail-oriented professional with a proven track record in document management, strong analytical skills, and a commitment to excellence. Your leadership will ensure that our documentation processes are not only compliant but also aligned with the strategic goals of the organization, driving project success and operational resilience.