Document Controller

Job Description

• Establish and maintain an effective document control system for the project.
• Receive, log, and distribute incoming project documentation in a timely manner.
• Ensure accurate filing, storage, and retrieval of documents, both in physical and electronic formats.
• Implement and enforce document control procedures to maintain consistency and compliance.
• Provide administrative assistance to the project management team.
• Coordinate meetings, prepare agendas, and document minutes.
• Manage travel arrangements, accommodations, and itineraries for project personnel.
• Assist in the preparation and formatting of reports, presentations, and project documentation.
• Facilitate effective communication between project team members and external stakeholders.
• Ensure timely distribution of project-related information and updates.
• Serve as a point of contact for document-related inquiries and revisions.
• Conduct regular audits to verify the accuracy and completeness of project documentation.
• Collaborate with project teams to address and rectify any document control issues.
• Work closely with various departments to collect and compile project information.
• Coordinate with vendors, subcontractors, and other external parties to gather and manage project documents.
• Maintain regular communication with clients to understand project needs related to Letters of Authorization.
• Address client inquiries and provide timely updates on LOA status and renewal processes.
• Collaborate with the client to gather necessary information for LOA submission.
• Prepare and submit LOA applications in accordance with project specifications.
• Ensure compliance with client-specific procedures and requirements during the LOA acquisition process.
• Proactively monitor LOA expiration dates and initiate timely renewal processes.
• Coordinate with clients for any additional documentation or information required for the renewal.
• Follow up on LOA renewal submissions and ensure timely approval.

Qualifications

• Bachelor's degree or equivalent.
• Minimum 3–5 years of experience as a Document Controller in Oil & Gas industry.
• Familiarity with engineering documents, technical drawings, RFIs, submittals, and vendor documentation.
• Good understanding of document control procedures and workflow processes.
• Strong organizational and communication skills.
• Ability to work under pressure and manage multiple priorities.

Additional Information

Skills & Professional Requirements

• Proficient in document management software e.g. SharePoint, ACONEX or other EDMS.
• Strong computer skills including knowledge of Microsoft office products, specifically Outlook, Excel, PowerPoint, and Word.
• Familiarity with industry-specific standards and regulations.

Attributes and Behaviours

• Strong organizational and multitasking skills.
• Attention to detail and a commitment to maintaining confidentiality.
• Ability to work with tough deadlines and under pressure 
• Excellent communication and interpersonal abilities.