Job Purpose
The Senior Document Controller is responsible for managing and coordinating document control activities for assigned EPC project(s), ensuring the accurate receipt, registration, review, distribution, tracking, retrieval, and archiving of engineering, procurement, construction, vendor, contractor, and client documentation.
The position also supervises Document Controllers and serves as the primary document control focal point for the project team and external stakeholders.
Key Responsibilities
- Implement company document control procedures, standards, numbering conventions, revision control requirements, and transmittal protocols for assigned projects.
- Administer and maintain project documentation within the Electronic Document Management System (EDMS), ensuring accurate document registration, metadata, workflows, revision status, and document history.
- Receive, register, distribute, track, retrieve, and archive all engineering, procurement, construction, vendor, contractor, and client documentation throughout the project lifecycle.
- Manage incoming and outgoing document transmittals, monitor document review cycles, and coordinate the timely closure of review comments.
- Maintain the Master Document Register (MDR), Deliverables Register, Document Distribution Matrix, and other document control records to ensure accurate document status and traceability.
- Monitor planned versus actual document submission dates, identify delays, and prepare periodic document control reports to support project monitoring and decision-making.
- Maintain project correspondence records, including letters, Requests for Information (RFIs), Non-Conformance Reports (NCRs), Technical Queries (TQs), site instructions, and other contractual communications.
- Coordinate document control activities with project teams, clients, contractors, subcontractors, vendors, and consultants to ensure compliance with project and contractual document management requirements.
- Perform quality checks on documentation prior to issuance and maintain complete, accurate, and auditable document records in accordance with company procedures, client requirements, contractual obligations, and quality management standards.
- Support internal and external audits by providing document control records and demonstrating compliance with established procedures.
- Supervise, coach, and review the work of Document Controllers, supporting onboarding, knowledge sharing, and continuous improvement of document control processes.
Qualifications
- Diploma or Bachelor's degree in Engineering, Business Administration, Information Management, or a related discipline.
- Professional certification in Document Control (e.g., CDCS) is an advantage.
Experience
- Minimum 6–8 years of document control experience on EPC projects.
- Experience in Oil & Gas, Power Generation, Petrochemical, or Industrial projects is preferred.
- Hands-on experience with Electronic Document Management Systems (EDMS), such as Aconex, SharePoint, OpenText, ProArc, or equivalent.
Technical Competencies
- Electronic Document Management Systems (EDMS)
- Document numbering and coding systems
- Master Document Register (MDR) and Deliverables Register management
- Document transmittal and review management
- Records management and document archiving
