Document Controller (UPS (Oil & Gas)

Position Overview

The Document Controller is responsible for managing, controlling, and maintaining all project documentation related to UPS systems supplied to Oil & Gas clients. The role ensures accurate documentation flow, compliance with client requirements, and timely submissions to support smooth project execution.

Document Management

• Maintain and update project documentation including calculations, drawings, datasheets, ITPs, manuals, FAT reports, vendor documents and any other project documents.
• Control document numbering, filing, sorting, archiving, and retrieval.
• Ensure all documents follow project and client requirements, international standards and best engineering practices

Submission & Tracking

• Prepare and submit documents through client document control portals.
• Track submission status, review cycles, and comments until approval.
• Maintain logs for transmittals, review comments, and revisions.

Coordination & Communication

• Coordinate with Project Management, Engineering, QA/QC, factory, and site teams for document readiness.
• Ensure timely responses to RFIs, TQs, SDRs, and other documentation-related requests.
• Support clients, consultants, and EPC contractors with required document delivery.

Version & Revision Control

• Ensure the latest approved documents are always updated and accessible.
• Manage revision control and supersede outdated versions.
• Verify accuracy and completeness of documents before submission.

Compliance & Audit Support

• Ensure adherence to document management procedures and project specifications.
• Support internal and external audits by providing required documentation.
• Maintain documentation for FAT, dispatch, commissioning, and final handover.

Final Documentation / MDR

• Prepare Manufacturing Data Records (MDR) and as-built documentation.
• Coordinate collection of final documents from all suppliers and departments.
• Ensure timely submission of final dossier to the client.

Skills & Qualifications

• Diploma or degree in administration, engineering, or related discipline.
• 3–4 years experience as Document Controller in Oil & Gas projects; UPS/electrical project experience preferred.
• Strong knowledge of document control systems and EPC documentation workflows.
• Proficiency in MS Office; experience with EDMS systems (Aconex, Documentum, SharePoint) is an advantage.
• Attention to detail and strong organizational skills.
• Good communication and coordination abilities.

Competencies

• Structured and disciplined working style
• High accuracy and attention to detail
• Strong follow-up and tracking ability
• Team collaboration
• Customer-oriented mindset