Document Controller at Alan & Grant

Job Description

• Our client is an indigenous Oil and Gas Engineering / Construction (Pipeline & Facilities) service company.

Job Summary

• The Document Controller will manage the receipt, registration, distribution, storage, retrieval, and tracking of project documents and records to ensure that accurate and up-to-date information is available to authorised personnel.
• The successful candidate will maintain document control systems and ensure that project documentation complies with company procedures, client requirements, and document management standards.

Key Responsibilities

• Receive, register, classify, distribute, and track incoming and outgoing project documents.
• Maintain an organised document control system for drawings, technical specifications, reports, procedures, correspondence, and project records.
• Manage document numbering, revision control, approval status, and distribution lists.
• Ensure that only current and approved document revisions are available for project execution.
• Track documents submitted for client review, approval, comment, or revision.
• Maintain document registers, transmittals, drawing logs, correspondence logs, and submission trackers.
• Coordinate document submissions and follow up with relevant departments, contractors, and clients.
• Ensure that superseded documents are appropriately identified and controlled.
• Maintain electronic and physical filing systems in accordance with established procedures.
• Support the preparation and compilation of project handover dossiers and final documentation packages.
• Ensure document confidentiality, accessibility, traceability, and proper record retention.
• Assist project teams with document retrieval and ensure timely access to required records.
• Prepare periodic reports on document status, overdue submissions, and outstanding approvals.
• Support internal and external audits by retrieving relevant documentation and records.

Requirements

• Bachelor's degree or HND in Library and Information Science, Business Administration, Information Management, Engineering, or a related discipline.
• Minimum of 2–4 years of document control experience, preferably in oil and gas, construction, engineering, or EPC projects.
• Experience with document numbering, revision control, transmittals, and document registers.
• Proficiency in Microsoft Word, Excel, Outlook, and electronic document management systems.
• Familiarity with platforms such as Aconex, SharePoint, or other document management systems is an advantage.
• Strong organisational skills and attention to detail.
• Excellent written communication, record-keeping, and time management skills.
• Ability to manage multiple document submissions and deadlines.