Document Controller – Projects and Execution

Role overview

This position sits within the Projects function as a support role focused on the orderly movement of project documentation. The main goal is to keep order-related documents moving smoothly by preparing, compiling, and submitting essential records to customers.

The internal title used for this position is Project Management Professional - Document Mgmt.

Key responsibilities

• Create and maintain the Vendor Document Register (VDR) and Supplier Document Register (SDR) to track project documents.
• Allocate document numbers for both internally created files and documents received from vendors or customers, following the approved process.
• Receive, log, and route documents internally and externally using controlled transmittals aligned to the document distribution matrix.
• Handle document numbering, revision tracking, and retrieval systems to keep records organized and traceable.
• Ensure document handling is timely, accurate, and aligned with quality standards, while monitoring turnaround times and following up on pending approvals.
• Work closely with Engineering, Quality Control, Procurement, and Project teams so documents are reviewed, approved, and submitted within required timelines.
• Track customer remarks and prepare response or resolution sheets for internal circulation.
• Check document details before submission, including file names, revision numbers, status, and transmittal information, to prevent errors.
• Issue only the latest approved versions of drawings and documents to the correct stakeholders for execution, reference, and record keeping.
• Maintain and update the Project Document Control Register to support tracking and reporting.
• Manage the full document lifecycle with proper recording, filing, and traceability across departments.
• Compile, print, and keep hard-copy documentation sets such as Final Data Books and Manufacturing Record Books (MRBs) for project orders.
• Coordinate with customers and internal teams to obtain final approval and close documentation packs on time.
• Work with vendors and subcontractors to collect required paperwork and assemble complete hard-copy sets according to contract terms.
• Arrange dispatch and courier delivery of approved documentation packages to client offices and project locations as per project specifications and timelines.

Requirements

• A Bachelor’s degree or diploma in Engineering, Business Administration, or a related discipline.
• Between 2 and 5 years of experience in document control, ideally in manufacturing, engineering, oil & gas, EPC, or construction.
• Preferred exposure to ISO 9001 documentation standards.
• Strong understanding of document control practices and quality management systems.
• Proficiency with Microsoft Office tools, including Excel, Word, and PowerPoint.
• Experience using Document Management Systems (DMS), EDMS, or ERP platforms.
• Strong organizational and communication abilities.
• High attention to detail and a strong focus on accuracy.
• Ability to work under pressure and meet demanding project deadlines.
• Commitment to the company, its customers, and its employees.
• Willingness to take ownership of tasks and coordinate with other departments to meet customer needs.
• Quality-, accuracy-, and safety-oriented mindset, with the ability to stay focused and manage time efficiently.
• Positive approach and ability to collaborate effectively with peers and management.
• Professional, clear, and thorough verbal and written communication.

Benefits and workplace

• Flexible working patterns may be available for this role.
• Contemporary work-life balance policies and wellbeing activities.
• Private medical care options.
• Life insurance and disability coverage.
• Tailored financial programs.
• Additional optional benefits.

About the company

The employer is an energy technology company serving industrial and energy customers around the world. With over 100 years of experience and operations in more than 120 countries, it develops technologies and services designed to make energy safer, cleaner, and more efficient.

Equal opportunity statement

Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.