Document Controller

Our client is an indigenous Oil and Gas Engineering / Construction (Pipeline & Facilities) service company.

Job Summary

The Document Controller will manage the receipt, registration, distribution, storage, retrieval, and tracking of project documents and records to ensure that accurate and up-to-date information is available to authorised personnel. The successful candidate will maintain document control systems and ensure that project documentation complies with company procedures, client requirements, and document management standards.

Key Responsibilities

Receive, register, classify, distribute, and track incoming and outgoing project documents. Maintain an organised document control system for drawings, technical specifications, reports, procedures, correspondence, and project records. Manage document numbering, revision control, approval status, and distribution lists.

Ensure that only current and approved document revisions are available for project execution. Track documents submitted for client review, approval, comment, or revision. Maintain document registers, transmittals, drawing logs, correspondence logs, and submission trackers. Coordinate document submissions and follow up with relevant departments, contractors, and clients.

Ensure that superseded documents are appropriately identified and controlled. Maintain electronic and physical filing systems in accordance with established procedures. Support the preparation and compilation of project handover dossiers and final documentation packages. Ensure document confidentiality, accessibility, traceability, and proper record retention.

Assist project teams with document retrieval and ensure timely access to required records. Prepare periodic reports on document status, overdue submissions, and outstanding approvals. Support internal and external audits by retrieving relevant documentation and records.

Requirements

Bachelor's degree or HND in Library and Information Science, Business Administration, Information Management, Engineering, or a related discipline. Minimum of 2–4 years of document control experience, preferably in oil and gas, construction, engineering, or EPC projects. Experience with document numbering, revision control, transmittals, and document registers.

Proficiency in Microsoft Word, Excel, Outlook, and electronic document management systems. Familiarity with platforms such as Aconex, SharePoint, or other document management systems is an advantage. Strong organisational skills and attention to detail. Excellent written communication, record-keeping, and time management skills.

Ability to manage multiple document submissions and deadlines.