Document Controller Engineering Department

The Document Controller is responsible for the efficient management, control, and organization of all engineering and technical documents in accordance with company standards and regulatory requirements. This role ensures that project documentation is accurate, up-to-date, and accessible to relevant stakeholders. The Document Controller supports engineers, project managers, and quality teams by maintaining document control systems and facilitating smooth workflow between departments.

Key Responsibilities:
Document Management
Receive, track, and manage engineering drawings, specifications, and technical documents.

Ensure all documents are correctly numbered, filed, and stored in electronic or paper format.

Control issuance and retrieval of documents such as design plans, RFIs, transmittals, and as-built drawings.

Version Control & Updates
Maintain version control for all project documents.

Ensure only current versions are distributed and obsolete documents are archived.

Update logs and registers with document revisions and submissions.

Compliance & Standards
Ensure documentation complies with project, industry, and regulatory standards.

Support internal and external audits by providing requested documents and reports.

Coordination & Communication
Coordinate with engineering teams, subcontractors, and consultants to receive and distribute technical documents.

Communicate document control procedures and updates to relevant stakeholders.

Ensure timely distribution of documents to appropriate teams.

System Management
Use Electronic Document Management Systems (EDMS) to manage document workflows.

Train staff on document control processes and EDMS usage as required.

Generate periodic reports on document status, outstanding items, and compliance metrics.

Qualifications:
Education & Experience
Diploma or Bachelor’s degree in Engineering, Business Administration, or related field.

2–5 years of experience in document control, preferably within engineering, construction, or oil & gas sectors.

Skills & Competencies
Strong organizational and record-keeping skills.

High attention to detail and accuracy.

Familiarity with document control software (e.g., Aconex, SharePoint, Procore, EDMS).

Proficient in Microsoft Office (Word, Excel, Outlook).

Excellent communication and teamwork skills.

Ability to work under pressure and meet deadlines.

Key Performance Indicators (KPIs):
Timeliness of document submission and distribution

Accuracy and completeness of document logs

Audit compliance score

Number of document-related errors or rework incidents

Working Conditions:
Primarily office-based with occasional site visits depending on project needs.

Standard working hours, with flexibility required for project deadlines.