Document Controller

About GCG Engineering Services

GCG Engineering Services has built its reputation over more than 40 years by providing advanced solutions and post-sale support across precision instruments, metering systems, flow control equipment, heat exchangers, automation, and electrical/instrumentation bulk trading. The company serves the Oil & Gas, Water, Power, and Industrial sectors throughout the GCC, with a focus on improving efficiency and delivering dependable value.

Role Overview

The Document Controller will be responsible for setting up and maintaining a reliable document control process for the project while also supporting the project management team with coordination, administration, and communication tasks. The position also includes managing client-facing Letter of Authorization (LOA) workflows, including submission, tracking, and renewals.

Key Responsibilities

• Build and maintain a structured document control system for the project.
• Track incoming project documents, record them accurately, and circulate them promptly to the right stakeholders.
• Keep physical and digital records organized, secure, and easy to retrieve.
• Apply document control procedures consistently to ensure compliance and standardization.
• Support the project management team with administrative coordination.
• Arrange meetings, draft agendas, and record meeting minutes.
• Organize business travel, lodging, and itineraries for project staff.
• Help prepare and format reports, presentations, and other project materials.
• Promote smooth communication among internal team members and external parties.
• Share project updates and other relevant information on time.
• Act as the main contact for document queries, version changes, and revisions.
• Carry out routine checks to confirm documentation is complete and accurate.
• Work with project teams to resolve document control gaps or issues.
• Liaise with different departments to gather and compile project information.
• Coordinate with vendors, subcontractors, and outside stakeholders to obtain and manage project documents.
• Maintain ongoing communication with clients regarding LOA requirements.
• Respond to client questions and provide updates on LOA progress and renewal status.
• Partner with clients to collect the information needed for LOA submissions.
• Prepare and submit LOA requests according to project requirements.
• Follow client-specific procedures and requirements throughout the LOA process.
• Monitor LOA expiry dates proactively and begin renewal actions in advance.
• Work with clients to obtain any additional documents or details needed for renewal.
• Track renewal submissions and follow up to secure timely approval.

Qualifications

• A bachelor’s degree is required.
• Previous experience handling document control in the oil and gas sector is necessary.
• Strong working knowledge of document management tools and Microsoft Office applications is expected.
• Good organizational skills and the ability to manage multiple tasks are essential.
• Excellent written and verbal communication, along with strong interpersonal skills, is needed.
• High attention to detail and the ability to handle confidential information responsibly are important.
• Familiarity with industry standards and regulatory requirements is preferred.
• Hands-on experience with Aconex, the Oracle cloud-based collaboration and project management platform, is required.

Additional Information

This is a full-time, onsite position based in Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates.