Document Controller

Job Title:
Document Controller

Location:
Delta State, Nigeria (Oil & Gas Servicing Company)

Role purpose
The Document Controller is responsible for managing and controlling all technical and non-technical documents for the company and its projects, ensuring documents are accurate, properly stored, easily retrievable, and distributed to the right stakeholders in line with company and client requirements.

Key Responsibilities

• Maintain and update the document control system for all project and corporate documents (technical drawings, procedures, reports, contracts, HSE documents, permits, correspondence, vendor documents).
• Register, log, and track all incoming and outgoing documents, ensuring proper filing, numbering, revision control, and version history.
• Distribute documents to relevant departments (Engineering, Operations, HSE, Procurement, Finance, Management) and track acknowledgements, reviews, comments, and approvals within agreed timelines.
• Ensure that only current, approved document versions are in circulation and that superseded versions are removed and archived correctly.
• Coordinate with project teams and clients to ensure compliance with document control requirements specified in contracts, project procedures, and quality standards
• Prepare and maintain document registers, transmittal sheets, distribution matrices, and document status reports for internal use and client submission.
• Support audits and inspections by providing requested documents promptly and maintaining proper traceability and audit trails.
• Organize and manage both electronic and hard-copy archives, ensuring secure storage, backup, and easy retrieval of records.
• Assist with the compilation of project handover dossiers, as-built documentation, and close-out documentation for clients and regulatory bodies.
• Liaise with IT and management to improve document control tools, templates, and processes where necessary.

Qualifications

• OND/HND/BSc in Business Administration, Information Management, Engineering, or a related discipline.
• Minimum of 5 years experience in document control, preferably within an EPC or Oil and Gas Servicing company

Skills And Competencies

• Strong knowledge of document control procedures, filing systems, and version control practices.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint); experience with Electronic Document Management Systems or project control tools is an added advantage.
• Basic understanding of engineering drawings, technical documentation, and oil and gas project terminology.
• Familiarity with quality management systems and standards
• Excellent attention to detail, organization, and time management skills; ability to handle large volumes of documents accurately under pressure.
• Good written and verbal communication skills and the ability to work collaboratively with multidisciplinary teams.