Document Controller — EPC Projects

About the role

This is a senior, hands-on document control role on oil & gas EPC projects. You'll be responsible for the end-to-end management of project documentation — making sure every technical and project document is accurately registered, controlled, distributed and archived in line with contractual requirements, client procedures and the organisation's quality management system.

It's a role for someone who brings order to high document volumes under tight deadlines: you keep the registers clean, the revisions correct, the transmittals moving, and the handover dossiers complete. You'll report to the Project Manager and work closely with engineering, procurement and site teams.

What you'll do

• Establish and maintain the Master Document Register (MDR) and Vendor Document Register (VDR), tracking document status, revisions and submission schedules.
• Manage the receipt, registration, distribution and archiving of engineering drawings, specifications, datasheets, calculations and vendor documents across all disciplines — process, mechanical, piping, electrical, instrumentation, civil and structural.
• Prepare and issue transmittals to clients, consultants, vendors and subcontractors, and track review comments, approval codes and turnaround times against contractual timelines.
• Apply document numbering, revision control and status codes correctly (IFR, IFA, IFC, As-Built) in line with client and project procedures.
• Administer the project Electronic Document Management System (EDMS) — user access, workflows and metadata integrity.
• Coordinate with engineering leads, procurement and site teams to expedite overdue documents and resolve document-related queries.
• Track and control Technical Queries (TQs), Requests for Information (RFIs), Site Queries and Change Orders.
• Prepare periodic document status reports, overdue lists and progress dashboards for project management and client review.
• Compile and verify Manufacturing Record Books (MRBs), as-built documentation and final handover dossiers for project close-out.
• Support internal and external audits, ensuring compliance with ISO 9001 and client document control procedures.
• Develop, review and update project-specific document control procedures and work instructions, and guide junior document controllers where applicable.

What we're looking for

• 10–12 years of document control experience, with a proven track record on oil & gas EPC projects (upstream, midstream or downstream).
• A Bachelor's degree in Engineering, Science, Commerce or a related discipline; a Diploma in Engineering with relevant experience will also be considered.
• Hands-on experience with at least one recognised EDMS platform — Aconex, Assai, SharePoint, OpenText Documentum or Wrench SmartProject.
• A sound understanding of engineering deliverables, vendor data requirements and the EPC project lifecycle.
• Working knowledge of ISO 9001 quality management principles.
• Strong attention to detail, excellent organisation, and the ability to handle high document volumes under tight deadlines.
• Clear written and verbal communication in English, and the ability to work with multidisciplinary teams, clients and vendors.

Nice to have

• Experience with international clients and consultants — national oil companies or Middle East operators.
• Advanced proficiency in MS Excel and the wider MS Office suite.
• Experience mentoring or supervising junior document controllers.

Tools & standards