Lead Document Controller

Role Overview

We are seeking a Lead Document Controller to oversee and direct the document control operations for large EPC projects. This role ensures the meticulous management, tracking, distribution, and archiving of project documentation in alignment with client standards and company protocols.

Key Duties

• Develop and enforce document control procedures, workflows, and management systems.
• Manage the complete document lifecycle, including receipt, review, approval, distribution, and archiving processes.
• Implement strong document numbering schemes, version control measures, and revision tracking.
• Administer Electronic Document Management Systems (EDMS) such as Aconex, SharePoint, and Documentum, including configuring workflows, access rights, and document registers.
• Ensure all documentation systems comply with project and client specifications.
• Coordinate document submissions and approvals with Engineering, Procurement, Construction, QA/QC teams, and subcontractors.
• Serve as the liaison between the client, third parties, and internal stakeholders to facilitate document exchanges and approvals.
• Maintain comprehensive document registers including Master Document Register (MDR), Supplier Document Register (SDR), transmittal logs, and correspondence logs.
• Conduct regular audits to verify document accuracy and traceability, ensuring strict adherence to project specifications and audit standards.
• Keep track of document progress against project timelines and milestones, generating status reports, highlighting overdue items, and identifying bottlenecks.
• Provide management with dashboards and key performance indicators (KPIs) for effective oversight.
• Lead and manage the document control team consisting of Controllers and Coordinators; allocate tasks, monitor performance, and ensure timely delivery.
• Offer training and mentorship on document control systems and procedures to the team.
• Oversee systematic archiving of all project documents in both hardcopy and electronic formats.
• Manage the final compilation and handover of project documentation to the client, ensuring completeness and compliance.

Qualifications and Experience

• Bachelor's degree or diploma in Engineering, Information Management, or Business Administration.
• 10 to 18 years of experience in document control within EPC projects, with at least 5 to 8 years in a leadership capacity.
• Experience working on major Oil & Gas or Offshore projects.
• Familiarity with client protocols in the Middle East region.

Skills and Competencies

• In-depth knowledge of document control processes, standards, and audit requirements.
• Proficiency in EDMS platforms, specifically Aconex, SharePoint, and Documentum.
• Excellent attention to detail and strong focus on data integrity.
• Superior organizational and reporting abilities.
• Effective team leadership and coordination skills spanning multidisciplinary stakeholders.
• Capability to handle extensive documentation within complex project environments.
• Proficient with Microsoft Office suite, including Excel, Word, and PowerPoint.
• Basic familiarity with project management systems like Primavera and SAP.