Senior Document Controller – EPC Projects (Oil & Gas / Power Plant)

Overview

The Senior Document Controller will oversee and coordinate all document control functions related to EPC projects within the Oil & Gas and Power Plant sectors. This role ensures the timely and accurate handling of project documentation including engineering, procurement, construction, vendor, contractor, and client records. It also involves supervising the document control team and acting as the primary contact point for document management across the project and with external parties.

Key Responsibilities

• Apply company document control protocols encompassing procedures, standards, revision and numbering systems, and transmittal practices on assigned EPC projects.
• Administer and update project files within the Electronic Document Management System (EDMS), carefully managing registration, metadata, workflows, and revision tracking.
• Handle the full lifecycle of project documents, including receipt, registration, distribution, retrieval, tracking, and archiving across engineering and procurement phases.
• Coordinate document transmittals, supervising review timelines and ensuring prompt resolution of review feedback.
• Maintain critical document registers such as the Master Document Register (MDR), Deliverables Register, and Distribution Matrix to guarantee traceability and status accuracy.
• Track document submission schedules against planned dates, detect any delays, and generate regular reporting to support project oversight.
• Manage all project correspondence including letters, RFIs, NCRs, Technical Queries, and site instructions, maintaining detailed records.
• Liaise with project teams, clients, contractors, vendors, and consultants to align document control activities with contractual and project requirements.
• Conduct quality assurance reviews of documentation prior to release, upholding compliance with company standards and quality management systems.
• Provide documentation evidence and support during internal and external audits to uphold procedural adherence.
• Lead and mentor Document Controllers, fostering onboarding, knowledge transfer, and continuous refinement of document control workflows.

Qualifications and Experience

• Diploma or Bachelor's degree in Engineering, Business Administration, Information Management, or a related field.
• Professional certification in Document Control (e.g., CDCS) is beneficial.
• At least 6 to 8 years of document control experience within EPC projects.
• Industry experience preferred in Oil & Gas, Power Generation, Petrochemical, or Industrial sectors.
• Proficiency with Electronic Document Management Systems such as Aconex, SharePoint, OpenText, ProArc, or comparable platforms.

Technical Competencies

• Expertise in Electronic Document Management Systems (EDMS).
• Knowledge of document numbering and coding conventions.
• Mastery of Master Document Register and Deliverables Register administration.
• Management of document transmittal and review cycles.
• Records management and archival compliance.