Document Controller

Role Overview

This position focuses on managing the entire lifecycle of project documentation submitted to Engineering, Procurement, and Construction contractors (EPCs) and clients across all current projects. The Document Controller acts as the sole accountable person guaranteeing that every technical and commercial document issued is precise, properly formatted, timely submitted, and complies fully with each project's specific standards. Due to the specialized nature and strict standards of valve documentation, it is essential that candidates have prior knowledge of terminology, review processes, and client expectations in the oil and gas supply chain. This position is not suitable for entry-level applicants.

Key Responsibilities

• Own the complete document control process for active projects, from receiving initial technical requirements through to final submission, project close-out, and proper archiving, ensuring the internal documents register stays up-to-date and accurate.
• Prepare, validate, and send all required documentation such as datasheets, general arrangement drawings, Quality Assurance Plans, Inspection & Test Plans, material test certificates (including EN 10204 3.1/3.2), welding records, and final Manufacturer's Data Reports or vendor data books to EPCs and clients.
• Keep precise transmittal logs and document registers to monitor submission timestamps, revision histories, and statuses (submitted, under review, approved, approved with comments, or rejected/resubmit), proactively resolving any outstanding issues.
• Collaborate closely with sales, engineering, quality control, and production departments to compile accurate documents timely, ensuring all materials undergo internal review before submission.
• Handle all official documentation correspondence like cover letters, transmittals, and acknowledgments while communicating clearly and professionally with EPC document controllers and client representatives.
• If subcontractors are involved, coordinate gathering and integration of their documentation into the comprehensive project package to ensure completeness.
• Regularly update sales and project teams on document statuses, highlighting any missing, delayed, or at-risk papers that could jeopardize project milestones or purchase order deadlines.
• Maintain a secure and well-organized filing system—both electronic and physical—to ensure quick retrieval of any document at any project phase.

Required Qualifications & Experience

• Essential experience as a Document Controller specifically within valve manufacturing or closely related oil and gas equipment sectors such as piping, fittings, or rotating equipment; candidates without this sector experience will not be considered.
• At least 5 years of relevant document control experience, preferably with direct involvement working alongside EPC contractors and end customers in oil and gas projects.
• Sound knowledge of industry standards, codes referenced in valve documentation, and material certification standards such as EN 10204.
• Hands-on experience with electronic document management systems commonly used by EPCs—examples include Aconex, ProjectWise, or equivalent—and strong proficiency with Excel for maintaining tracking matrices and document registers.
• Clear understanding of the full documentation workflow, spanning from RFQ and order confirmation to final MDR compilation and project closure.
• A technical or engineering qualification is a plus but not mandatory if substantial practical experience in valve or oil and gas documentation exists.

Skills & Competencies

• Exceptional precision and a systematic approach when reviewing and tracking documentation.
• Robust organizational capabilities to juggle multiple projects and deadlines without loss of accuracy.
• Excellent verbal and written communication skills to liaise confidently with EPC coordinators, client contacts, and internal teams.
• A proactive attitude to identify and escalate potential documentation risks or delays before impacting project schedules.
• Ability to work efficiently under pressure within a dynamic, fast-paced sales office environment with tight deadlines.