Lead Document Controller

Role Overview

The Lead Document Controller is responsible for the comprehensive management and oversight of all project documentation throughout its lifecycle. This includes ensuring proper reception, registration, tracking, control, distribution, and archiving of all forms of project documents—such as contracts, correspondence, commercial files, drawings, technical submissions, RFIs, reports, and other records—according to the approved procedures and document distribution framework. Accuracy, security, accessibility, and compliance with company policies, contractual obligations, and industry standards are fundamental to this role. Expertise with Oracle Aconex and Electronic Document Management Systems (EDMS) is essential.

Primary Duties

• Supervise the organization, maintenance, classification, and dissemination of project records and documents.
• Ensure all incoming and outgoing documentation is properly logged, categorized, processed, tracked, routed, and archived.
• Maintain up-to-date document registers, logs, trackers, and electronic records across the project duration.
• Oversee document numbering, coding, revision control, metadata accuracy, status monitoring, and traceability.
• Guarantee stakeholders have timely access to the current approved document versions.
• Handle technical, commercial, contractual, and project documents including drawings, RFIs, method statements, correspondence, reports, and approvals.
• Coordinate document distribution as per the Document Distribution Matrix and communication workflows.
• Track submissions, reviews, approvals, and follow up on pending actions with responsible parties.
• Create and implement document control procedures, workflows, and standards aligned with company and project requirements.
• Conduct periodic document audits to confirm accuracy, completeness, and conformity with standards.
• Identify and archive superseded or obsolete documents properly.
• Manage document retention, retrieval, and disposal in line with contractual and organizational policies.

Oracle Aconex & EDMS Management

• Act as key user and administrator for Oracle Aconex, overseeing project document control and information management.
• Manage document uploads, registrations, revisions, transmittals, workflows, submissions, reviews, and approvals on Aconex.
• Maintain document metadata, revision histories, audit trails, and registers within Aconex.
• Control user access rights, permissions, and distribution groups based on established procedures.
• Monitor workflow progression and follow up on pending document actions.
• Generate reports related to document control status and workflows as required.
• Train project personnel on Aconex systems, procedures, and document control best practices.
• Drive continuous improvement efforts for Aconex and other EDMS platforms.

Coordination and Stakeholder Engagement

• Collaborate effectively with Project Managers, Engineers, Consultants, Contractors, Clients, Commercial Teams, QA/QC, HSE, and other stakeholders to enable seamless document exchange.
• Resolve document-related discrepancies and ensure alignment with project timelines and specifications.
• Guide and support Document Controllers and other team members to maintain consistent control standards.
• Maintain proactive communication and follow-up on pending documentation and required actions.

Document Security and Risk Mitigation

• Safeguard document confidentiality, integrity, and security throughout the project.
• Manage access permissions ensuring confidential information is restricted to authorized personnel.
• Identify and mitigate risks associated with data loss, unauthorized access, document duplication, incorrect revision, incomplete records, and security breaches.
• Maintain comprehensive audit trails and document histories to ensure accountability and traceability.

Quality Assurance and Continuous Enhancement

• Ensure adherence to the company’s Quality Management System, Integrated Management System (IMS) policies, contractual requirements, and applicable industry standards.
• Support internal and external audits by guaranteeing availability and completeness of required documentation.
• Continuously assess and improve document control processes, workflows, reporting, and systems.
• Identify areas for greater efficiency, accuracy, and accessibility through technology and automation.
• Prepare detailed reports, dashboards, registers, and management information as needed.

Project Closeout Support

• Ensure completeness, verification, indexing, approval, and proper archiving of all project documentation at closeout.
• Coordinate final records such as as-built documents, handover packs, certificates, approvals, correspondence, and other closeout deliverables.
• Manage the transfer and long-term retention of final documentation in compliance with contractual and company policies.

Health, Safety and Environment (HSE) and IMS Compliance

• Participate in company HSE initiatives and promote safety awareness activities.
• Comply with all relevant HSE policies, procedures, and project mandates.
• Support incident reporting processes and assist with documentation as required.
• Perform all document control measures aligned with the company’s IMS requirements.

Qualifications and Experience

• A minimum of 10 years professional experience overall.
• At least 3 years in Document Control in a senior or lead capacity.
• Expert hands-on experience with Oracle Aconex and other EDMS platforms.
• Strong background managing technical, commercial, contractual, and project documents.
• Proficiency in document numbering, registration, revision control, transmittals, workflows, approvals, and distribution.
• Experience across multidisciplinary project teams including consultants, contractors, and clients.
• Previous work in construction, engineering, infrastructure, oil and gas, or similar large-scale projects preferred.
• GCC experience advantageous, particularly on projects involving multiple stakeholders.
• Proven ability to develop and implement document control policies and workflows.
• Experience supporting audits and project closeout procedures is desirable.

Education

• Bachelor's degree in Business Administration, Information Management, Engineering, Construction Management, or related field.

Technical Skills

• Advanced proficiency with Oracle Aconex.
• Strong knowledge of Electronic Document Management Systems and project information workflows.
• Competent with Microsoft Office suite, especially Excel, Word, and Outlook.
• Deep understanding of document registers, transmittal processes, revision control, document status management, and audit trail maintenance.
• Excellent organizational skills and effective communication capabilities.
• High attention to detail, confidentiality, and document integrity.
• Strong analytical and problem-solving skills.
• Capability to manage multiple tasks and perform under pressure.
• Leadership skills to mentor and guide Document Control teams.
• Proactive attitude towards process enhancement and compliance adherence.