Document Controller

Role Description

This role supports project teams by controlling documentation for EPC projects—identifying, uploading and distributing engineering deliverables and maintaining electronic and hardcopy repositories with accurate indexing, revision control, metadata and access permissions. It operates EDMS (SharePoint, ProjectWise), manages the change‑control lifecycle (issue/revise/approve/distribute/archive) and reviews documents for completeness and contractual/QMS compliance. The role maintains traceability, transmittals and audit trails, prepares reports, supports technical reviews and handovers, follows up on pending reviews, and safeguards data integrity and confidentiality.

Key Responsibilities

• Control all documentation activities: identify, upload and distribute engineering deliverables.
• Maintain electronic and hardcopy repositories with accurate indexing, revision control and retrieval.
• Operate and administer EDMS (SharePoint, ProjectWise, etc.): uploads, metadata, permissions and folder structures.
• Review drawings, specifications, change orders, submittals and vendor documents for completeness, format and contractual/QMS compliance; resolve discrepancies.
• Manage the change‑control lifecycle: issue, revise, approve, distribute, archive and retire controlled copies.
• Ensure documents are correctly dated, versioned and authorized prior to release.
• Maintain traceability registers, revision histories, distribution lists, transmittals and audit trails.
• Prepare transmittals, distribution notices, status updates and ad‑hoc project reports.
• Support technical reviews, coordination meetings and project closeout / handover documentation packs.
• Proactively follow up on pending actions, approvals and overdue reviews.
• Develop and maintain document procedures, metadata standards and templates; identify and implement improvements.
• Provide day‑to‑day support for document access, retrieval, formatting/numbering and stakeholder queries, while maintaining access controls, data integrity and compliance with internal/ISO/contractual requirements.

Basic Qualifications

• Bachelor’s degree (any discipline) or equivalent.
• 1 to 3 years’ relevant document control experience, preferably in construction, engineering, manufacturing, oil & gas or EPC project environments. Experience supporting project QMS and contractual/client requirements is preferred.
• Software Proficiency: Strong with MS Office (Word, Excel). Experience with document management systems/EDMS such as Microsoft SharePoint, Bentley ProjectWise, DocuWare, or similar document control software. Familiarity with PDF tools and CAD/PDF handling.
• Attention to Detail: Meticulous approach to tracking, editing, versioning and organizing large volumes of technical files.
• Organization: Strong filing, sorting and prioritization skills to manage competing workloads and multiple project packages.
• Communication: Clear interpersonal and written communication to coordinate with engineers, procurement, construction teams, vendors and clients; ability to prepare concise transmittals and status updates.
• Systems & Process Orientation: Comfortable following established procedures and contributing to improvements in document workflows and quality controls.
• Problem Solving: Able to identify issues in straightforward situations, assess using standard procedures and make sound decisions; more experienced candidates should resolve complex discrepancies and propose improvements.
• Security & Confidentiality: Understand controlled distribution, permissions management and confidentiality requirements for contractual/project documents.

Preferred Qualifications

• Prior use of MS SharePoint, Bentley ProjectWise, or other industry EDMS on EPC projects.
• PDF editing and document review tools.
• Familiarity with technical drawing conventions, ISO document numbering, P&IDs and CAD file handling.