Lead Document Controller

1. 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.

2. 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.

3. 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

4. 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 

5. 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

6. Software & Systems

• Aconex / SharePoint / EDMS platforms
• MS Office (Excel, Word, PowerPoint)
• Basic understanding of project systems (Primavera, SAP)