Senior Document Controller

Senior Document Controller

Job Summary

We are seeking an experienced Senior Document Controller to oversee document management and control activities across projects and organizational operations. The role is responsible for maintaining accurate document registers, controlling document distribution and revisions, monitoring approvals, and ensuring that project and business records are properly maintained and readily accessible to authorized users.

The successful candidate will coordinate with project managers, engineers, consultants, contractors, suppliers, and internal departments to ensure documents move efficiently through the required review and approval processes. The position may also provide guidance to document control staff and contribute to the development and improvement of document management procedures and systems.

The Senior Document Controller will play an important role in maintaining document accuracy, traceability, confidentiality, and compliance with applicable company, project, and ISO requirements.

Key Responsibilities

• Lead and coordinate day-to-day document control activities in accordance with approved procedures and project requirements.
• Maintain accurate document registers, logs, trackers, and electronic filing systems.
• Receive, register, classify, distribute, and archive incoming and outgoing project and business documentation.
• Ensure documents are correctly identified, coded, indexed, filed, and made available to authorized personnel.
• Monitor document revisions and maintain clear records of document versions, statuses, approvals, and superseded documents.
• Coordinate document review and approval workflows with project managers, engineers, consultants, contractors, and other stakeholders.
• Ensure the timely distribution of approved documents to relevant departments and project personnel.
• Monitor outstanding document submissions, reviews, comments, approvals, and responses.
• Maintain document transmittals and ensure that document movements are properly recorded and traceable.
• Establish and maintain document control procedures, workflows, templates, and standard practices.
• Ensure project documentation complies with applicable document control requirements, company procedures, and relevant ISO standards.
• Conduct periodic reviews and audits of document registers and filing systems to identify missing, duplicate, outdated, or incorrectly controlled records.
• Protect document integrity by ensuring that only approved and current versions are available for operational use.
• Support the implementation and effective use of electronic document management systems (EDMS) and other document control platforms.
• Provide users with guidance and basic technical assistance related to document management systems and workflows.
• Train, guide, and support junior document controllers and other personnel involved in document management activities.
• Prepare document control reports, status summaries, overdue-document reports, and other management information as required.
• Coordinate with project teams to resolve document control issues, discrepancies, and workflow delays.
• Support the handover and close-out of project documentation, ensuring records are complete, properly indexed, and archived.
• Contribute to continuous improvement initiatives designed to improve document control efficiency, accuracy, traceability, and reporting.
• Maintain confidentiality and appropriate access controls for sensitive project and business documentation.
• Support company HSE initiatives, participate in safety-awareness activities, and contribute to incident reporting and corrective actions in accordance with company and Integrated Management System (IMS) requirements.

Additional Responsibilities

• Assist management in implementing document control standards across projects and departments.
• Support internal and external audits by providing required records, registers, and supporting documentation.
• Coordinate with IT and relevant system administrators regarding document management system access and user requirements.
• Monitor compliance with established naming conventions, numbering systems, filing structures, and document retention requirements.
• Assist in developing document control dashboards, reports, and performance indicators where required.
• Support project mobilization and close-out activities from a document management perspective.
• Perform other document control and administrative duties assigned by management.

Job Knowledge & Skills

Required Knowledge

• Good knowledge of document control and records management principles.
• Understanding of document numbering, revision control, document registers, transmittals, workflows, and approval processes.
• Knowledge of ISO documentation and quality management requirements.
• Understanding of document filing, archiving, retention, retrieval, and records-management practices.
• Knowledge of electronic document management systems and digital document workflows.
• Familiarity with project documentation requirements and controlled-document environments.
• Good understanding of Microsoft Office applications, particularly Microsoft Excel, Word, Outlook, and SharePoint or similar platforms.
• Working knowledge of spreadsheets, databases, document management applications, and other job-specific software.
• Familiarity with ERP systems; SAP experience is preferred.
• Good command of written and spoken English.
• Strong understanding of document confidentiality, information accuracy, and data integrity.

Key Skills

• Document control and records management
• Document registration and tracking
• Revision and version control
• Document distribution and transmittals
• Electronic document management systems (EDMS)
• Project documentation
• Document review and approval tracking
• Records filing and archiving
• Microsoft Office and Excel
• SAP / ERP systems
• Document reporting and document registers
• Quality and compliance monitoring
• Team coordination and supervision
• Attention to detail and accuracy
• Communication and stakeholder coordination
• Problem-solving and organizational skills

Job Experience

• Minimum 5 years of professional work experience.
• At least 3 years of relevant experience in document control or records management.
• Previous experience in a project, construction, engineering, facilities, industrial, or similar environment is preferred.
• Experience working with document management systems, EDMS platforms, or project collaboration systems is highly desirable.
• Experience supervising or guiding document control personnel is an advantage.
• GCC experience is preferred, with a minimum of 2 years considered an advantage.
• Experience with SAP or other ERP/document management systems is preferred.

Preferred Candidate Profile

The ideal candidate will be an organized and detail-oriented document control professional with strong knowledge of document management processes and project documentation requirements. The candidate should be capable of managing high volumes of documentation, maintaining accurate records, monitoring deadlines, coordinating with multiple stakeholders, and ensuring that only approved and current information is available to project teams.

Experience in a controlled-document environment, particularly within construction, engineering, infrastructure, facilities management, industrial, or other project-based organizations, will be an advantage.