Role Overview:
The core purpose of this role is to properly control the submission of project documentation to EPCs and customers across all our active orders. You will be the single point of accountability for ensuring that every technical and commercial document leaving our office is accurate, correctly formatted, submitted on time, and fully aligned with each project's specific requirements. Given how sensitive and standard-driven valve documentation is, this role is only suitable for someone who already understands the terminology, the typical review cycles, and the expectations of EPCs and end users in the oil & gas supply chain — it is not an entry-level position.
Key Responsibilities:
- Take ownership of the complete document control lifecycle for every active project, from initial receipt of technical requirements through to final submission, close-out, and archiving, making sure the internal document register is always current and accurate.
- Prepare, review, and submit all required project documentation to EPCs and customers, including datasheets, General Arrangement (GA) drawings, Quality Assurance Plans (QAP), Inspection & Test Plans (ITP), material test certificates (e.g., EN 10204 3.1/3.2), welding records, and final Manufacturer's Data Reports (MDR) or vendor data books.
- Maintain comprehensive transmittal logs and document registers that track submission dates, revision histories, and the status of every document (submitted, under review, approved, approved with comments, or rejected/resubmit), and follow up proactively to resolve any pending items.
- Coordinate closely with sales, engineering, QA/QC, and production teams to gather the correct documents on time, ensuring nothing is submitted to a client or EPC before it has been properly reviewed and finalized internally.
- Manage all formal project correspondence related to documentation, including cover letters, transmittals, and acknowledgments, while communicating professionally and clearly with EPC document controllers and customer representatives.
- Where sub-vendors are involved, coordinate the collection and incorporation of their documentation into the overall project package to ensure the final submission is complete.
- Provide regular status reports to the sales and project teams, flagging any documents that are overdue, missing, or at risk of delaying project milestones or purchase order deadlines.
- Maintain a secure, well-organized filing system, both electronic and physical, so that any document can be quickly retrieved at any stage of a project.
Required Qualifications & Experience:
- Mandatory: prior hands-on experience as a Document Controller specifically within the valve manufacturing industry, or a closely related oil & gas equipment supply sector (such as piping, fittings, rotating equipment, or similar process equipment). Candidates without this specific background will not be considered.
- A minimum of 5 years of relevant document control experience, ideally including direct work with EPC contractors and end customers in oil & gas projects.
- Solid working knowledge of relevant industry codes and standards commonly referenced in valve documentation, along with material certification standards like EN 10204.
- Practical experience using electronic document management systems and portals commonly required by EPCs (for example, platforms such as Aconex or ProjectWise, or similar systems), along with strong Excel skills for maintaining tracking matrices and document registers.
- A clear understanding of the full project documentation workflow, from RFQ and order confirmation through to final MDR compilation and project close-out.
- A technical or engineering background is an advantage but is not mandatory provided the candidate's practical experience in valve or oil & gas documentation is strong.
Skills & Competencies:
- Exceptional attention to detail and a methodical, disciplined approach to reviewing and tracking documents.
- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously without losing accuracy.
- Excellent written and verbal communication skills, needed to liaise confidently with EPC coordinators, client representatives, and internal teams.
- A proactive mindset, able to identify potential documentation risks or delays early and escalate them before they affect project timelines.
- Comfortable working under pressure in a fast-moving sales office environment where deadlines are frequently tight.
