Senior Document Controller

Overall purpose of role

Exercise control over project documentation to meet business requirements and ensure evidence, accountability, and traceability of information. Comply with regulatory, legal, and contractual obligations while maintaining accessible document archives. Protect and manage the confidentiality of sensitive information to minimize risks.

Primary responsibilities, authorities & accountabilities

• Independently manage the overall responsibilities of a Lead Document Controller on assigned projects or during the absence of the lead.
• Fully knowledgeable and thorough in all document control procedures and processes.
• Proficient in preparing and maintaining project-specific document control procedures that meet company and client contractual requirements.
• Well-versed in process flows, responsibility matrices, document inflow and intervals, maturity, confidentiality, archiving, and retention management.
• Coordinate with departments to update and maintain the live document distribution matrix.
• Experienced in establishing and using internal Electronic Document Management Systems as well as client systems.
• Independently coordinate and communicate on all incoming and outgoing documentation from internal departments, clients, suppliers, and subcontractors.
• Perform quality assurance checks on documents by verifying accuracy, completeness, compliance, orientation, clarity, legibility, typographical errors, and duplication before uploading to EDMS and transmission.
• Maintain the latest document revisions in the Electronic Document Management System, ensuring they are readily available to authorized users.
• Represent the company and establish effective rapport with stakeholders including clients, consultants, contractors, and service providers.
• Generate weekly exception reports to identify delays, communicate findings, and present to project teams and clients.
• Manage all project technical documentation throughout design, construction, and handover phases.
• Monitor tasks assigned to document controllers, oversee their performance, and report issues to the Lead Document Controller for further guidance.
• Attend internal and external audits independently and work towards timely closure of any corrective or non-conformance reports.
• Assist with tasks assigned by the Project Manager, Project Engineering Manager, or CDC Manager.
• Identify areas for process improvement and work towards reducing non-value-added activities.
• Ensure compliance with company, department, and project-specific procedures.
• Ensure adherence to information security policies and procedures.
• Comply with Health, Safety, and Environmental responsibilities.

Attainment

• Graduate degree, diploma, or certification related to information management.
• Excellent written and verbal communication skills in English, with confidence in verbal interactions.
• Good knowledge of Microsoft Office applications.
• Understanding of ISO and API standards related to documented information.
• Minimum of 5 years proven experience in document control.
• Strong interpersonal skills.
• Commitment to working according to standards and maintaining orderliness.
• Physically fit and able to work in extreme conditions.
• Ability to listen to others’ views and respond logically and thoughtfully.
• Efficient in planning and executing work.
• Comfortable handling detailed, routine tasks.