Lead Document Controller

Job description

Role Purpose

• To lead and manage the document control function ensuring efficient handling, tracking, distribution, and archiving of all project documents in compliance with project requirements, client standards and company procedures.

Key Responsibilities

• A. Document Control Management Establish and implement document control procedures, workflows, and systems. Manage the end-to-end document lifecycle including receipt, review, approval, distribution, and archiving. Ensure proper document numbering, version control, and revision tracking. B. System Administration & Governance Administer Electronic Document Management Systems (EDMS) such as Aconex, SharePoint, or Documentum. Configure workflows, access controls, and document registers. Ensure system compliance with project and client requirements. C. Coordination & Interface Management Coordinate with Engineering, Procurement, Construction, QA/QC, and subcontractors for timely document submission and approvals. Interface with client and third parties for document exchanges and approvals. Ensure smooth communication between internal and external stakeholders. D. Quality & Compliance Ensure adherence to project specifications, document control procedures, and audit requirements. Maintain document registers (MDR, SDR, correspondence logs, transmittal logs). Conduct periodic audits to ensure document accuracy and traceability. E. Reporting & Monitoring Track document progress against schedules and project milestones. Generate reports on document status, overdue items, and bottlenecks. Provide dashboards and KPIs for management review. F. Team Leadership Lead and manage the document control team (Document Controllers, Coordinators). Allocate work, monitor performance, and ensure timely deliverables. Provide training and guidance on document control systems and procedures. G. Archiving & Handover Ensure systematic archiving of all project documents (hardcopy and electronic). Lead final documentation handover to client, ensuring completeness and compliance.
• Key Deliverables Master Document Register (MDR) Supplier Document Register (SDR) Transmittals and correspondence logs Document status reports and dashboards Final documentation dossier for project handover

Qualifications & Experience

• Education
• Bachelor’s Degree / Diploma in Engineering / Information Management / Business Administration Experience 10–18 years of experience in document control within EPC projects Minimum 5–8 years in a leadership role Experience in large Oil & Gas / Offshore projects
• Strong exposure to Middle East clients

Skills & Competencies

• Strong knowledge of document control processes and standards Expertise in EDMS platforms (Aconex, SharePoint, Documentum) High attention to detail and data accuracy
• Strong organizational and reporting skills Team leadership and stakeholder coordination
• Ability to manage high-volume documentation in complex projects
• Software & Systems Aconex / SharePoint / EDMS platforms MS Office (Excel, Word, PowerPoint) Basic understanding of project systems (Primavera, SAP)

Qualifications

Bachelor of Technology (BTech)