Department: Project Controls / Engineering / QA/QC
Reports To: QHSE Manager
Location: Port Harcourt
Job Summary
The Document Controller is responsible for managing, organizing, and maintaining all project and company documentation. The role ensures proper document control processes are followed, including document receipt, tracking, distribution, and archiving, in line with company standards and project requirements.
Key Responsibilities
Document Management
- Receive, register, and track all incoming and outgoing documents.
- Maintain document control registers (drawings, RFIs, transmittals, etc.).
- Ensure documents are properly classified, filed, and easily retrievable.
- Control document numbering in line with company/project standards.
Document Distribution & Control
- Distribute documents to relevant stakeholders in a timely manner.
- Ensure only the latest revisions are in circulation.
- Maintain version control and prevent use of obsolete documents.
- Manage document transmittals and acknowledgments.
System & Database Management
- Maintain electronic document management systems (EDMS) such as SharePoint, Aconex, or similar.
- Ensure proper uploading, indexing, and archiving of documents.
- Backup and secure sensitive documents.
Compliance & Quality Assurance
- Ensure document control procedures comply with company QA/QC standards.
- Support audits by providing required documentation.
- Ensure documentation aligns with ISO standards and project specifications.
Coordination & Support
- Liaise with engineering, procurement, QA/QC, and project teams.
- Track document approvals, reviews, and submissions.
- Support project close-out documentation and handover processes.
Reporting
- Prepare weekly/monthly document status reports.
- Track outstanding documents and follow up for timely submission/approval.
Qualifications & Requirements
- Bachelor’s degree or HND in Business Administration, Information Management, Engineering, or related field.
- 3-5 years of experience in document control (preferably in EPC, construction, or oil & gas).
- Proficiency in EDMS tools (e.g., Aconex, SharePoint, Procore).
- Strong knowledge of document control procedures and standards.
- Good organizational and time management skills.
Key Competencies
- Attention to Detail
- Organization & Filing Skills
- Knowledge of Document Control Systems
- Communication & Coordination
- Time Management
- Confidentiality & Data Integrity
KPIs / Performance Indicators
- Document accuracy and retrieval efficiency
- Turnaround time for document processing
- Percentage of document control compliance
- Reduction in document errors or version conflicts
- Timely submission of reports
- Inventory accuracy rate
- Material availability vs. demand
- Timeliness of material dispatch
- Reduction in stock discrepancies
- Compliance with safety standards
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