The Lead Document Control is responsible for the overall management, control, coordination, distribution, and archiving of project documentation throughout the project lifecycle.
The role ensures that all project and organizational documents—including contracts, correspondence, agreements, commercial documents, drawings, technical submittals, samples, method statements, RFIs, reports, and other project records—are properly received, registered, reviewed, tracked, controlled, distributed, and archived in accordance with approved procedures and the Document Distribution Matrix.
The Lead Document Control ensures that project information is accurate, traceable, secure, accessible, and compliant with Company policies, project requirements, contractual obligations, Quality Management System, and IMS procedures. Strong practical experience with Oracle Aconex and Electronic Document Management Systems (EDMS) is required.
Key Responsibilities:
- Oversee the organization, maintenance, control, tracking, and distribution of all project documents and records.
- Ensure incoming and outgoing documents are properly received, registered, classified, processed, tracked, distributed, and archived.
- Maintain accurate document registers, logs, trackers, and electronic records throughout the project lifecycle.
- Manage document numbering, coding, revision control, status, metadata, and document traceability.
- Ensure stakeholders have access to the latest approved versions of project documents.
- Manage technical, commercial, contractual, and project documentation, including drawings, RFIs, submittals, method statements, correspondence, reports, and approvals.
- Coordinate document distribution in accordance with the approved Document Distribution Matrix and project communication procedures.
- Monitor document submissions, reviews, approvals, responses, and outstanding actions, ensuring timely follow-up with responsible stakeholders.
- Develop, implement, and maintain document control procedures, workflows, guidelines, and standards in accordance with Company and project requirements.
- Conduct regular document reviews and audits to ensure accuracy, completeness, consistency, traceability, and compliance.
- Ensure superseded and obsolete documents are identified, withdrawn from active use, and properly archived.
- Maintain proper document retention, retrieval, and disposal in accordance with contractual and Company requirements.
Oracle Aconex & EDMS:
- Serve as a key user and administrator of Oracle Aconex for project document control and information management.
- Manage Aconex document uploads, registrations, revisions, transmittals, workflows, distributions, submissions, reviews, and approvals.
- Maintain Aconex document metadata, revision history, audit trails, registers, and project records.
- Manage appropriate user access, permissions, distribution groups, and workflows in accordance with approved procedures.
- Monitor Aconex workflows and follow up on pending reviews, approvals, responses, and actions.
- Generate document control, workflow, transmittal, and status reports as required.
- Provide training and support to project personnel on Aconex procedures, workflows, and document control best practices.
- Support the optimization and continuous improvement of Aconex and other EDMS platforms.
Coordination & Stakeholder Management
- Collaborate with Project Managers, Engineers, Consultants, Contractors, Clients, Commercial Teams, QA/QC, HSE, and other stakeholders to facilitate efficient document exchange.
- Resolve document-related issues and ensure alignment with project requirements and schedules.
- Provide guidance and support to Document Controllers and project personnel to ensure consistent document control practices.
- Maintain effective communication and follow-up with stakeholders regarding outstanding documentation and actions.
Document Security & Risk Management
- Ensure the confidentiality, integrity, and security of project information and documentation.
- Manage document access permissions and ensure sensitive information is accessible only to authorized personnel.
- Identify and mitigate risks related to data loss, unauthorized access, duplicate documents, incorrect revisions, incomplete records, and information security.
- Maintain accurate audit trails and document histories to ensure full accountability and traceability.
Quality, Compliance & Continuous Improvement
- Ensure compliance with Company Quality Management System, IMS policies, contractual requirements, and applicable industry standards.
- Support internal, client, consultant, and external audits by ensuring required documentation is complete and readily available.
- Continuously review and improve document control processes, workflows, systems, and reporting.
- Identify opportunities to improve efficiency, accuracy, traceability, and accessibility through technology and automation.
- Prepare document control reports, dashboards, registers, and management information as required.
Project Closeout
- Support project closeout by ensuring all required documentation is complete, verified, indexed, approved, and archived.
- Coordinate final project records, including as-built documentation, handover documents, certificates, approvals, correspondence, and other closeout requirements.
- Ensure final documentation is properly transferred and retained in accordance with contractual and Company requirements.
HSE & IMS
- Support Company HSE initiatives and participate in safety awareness activities.
- Comply with Company HSE policies, procedures, and project requirements.
- Support incident reporting, documentation, and resolution where required.
- Perform all document control activities in accordance with Company IMS requirements.
Job Experience
- Minimum 10 years of overall professional experience.
- Minimum 3 years of relevant experience in Document Control, preferably in a Senior or Lead Document Controller role.
- Proven hands-on experience with Oracle Aconex and/or other Electronic Document Management Systems (EDMS).
- Strong experience managing technical, commercial, contractual, and project documentation.
- Experience with document numbering, registration, revision control, transmittals, workflows, submissions, approvals, and document distribution.
- Experience working with multidisciplinary project teams, consultants, contractors, clients, and other stakeholders.
- Experience in construction, engineering, infrastructure, oil & gas, or other large-scale project environments is preferred.
- GCC experience is an advantage, particularly on major projects involving multiple contractors, consultants, and stakeholders.
- Experience developing and implementing document control procedures and workflows is highly desirable.
- Experience supporting audits and project closeout activities is preferred.
Education
- Bachelor's Degree in Business Administration, Information Management, Engineering, Construction Management, or a related discipline.
Technical Skills & Competencies
- Advanced practical knowledge of Oracle Aconex.
- Strong knowledge of EDMS and project information management systems.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Strong understanding of document registers, transmittals, workflows, revision control, document status, and audit trails.
- Excellent organizational, coordination, communication, and follow-up skills.
- Strong attention to detail, accuracy, confidentiality, and document integrity.
- Strong problem-solving and analytical skills.
- Ability to manage multiple priorities and work effectively under pressure.
- Ability to lead, mentor, and support Document Control teams.
- Proactive approach to process improvement, quality, compliance, and information management.
