Quality Document Controller at Western Development Company Limited (WDCL)

Function: Quality Records, Document Control, and Handover

Reports to: Quality Manager / Project Document Control Lead

Supervises: Document control assistants, as assigned

Role Purpose

Control quality documents and records throughout their life cycle so that approved information is available at the point of use and final QA dossiers are complete, traceable, correctly indexed, and accepted at project handover.

Key Responsibilities

• Implement document numbering, metadata, templates, workflows, revision/status codes, approval matrices, transmittals, and retention requirements.
• Receive, register, quality-check, route, issue, distribute, and archive quality plans, procedures, ITPs, inspection reports, NCRs, audits, certificates, and technical records.
• Maintain controlled registers and ensure superseded or unapproved documents are removed from points of use while retaining an auditable history.
• Coordinate review and approval cycles, monitor overdue responses, and provide accurate document-status reports to responsible owners.
• Manage contractor and vendor quality-document requirements, master document registers, manufacturing records, inspection releases, and final data books.
• Compile system-based QA dossiers/test packs containing material traceability, weld/NDT/coating records, calibration, test results, punch closure, and acceptance evidence.
• Check documents for completeness, signatures, dates, legibility, cross-references, revision consistency, and alignment with the handover index.
• Support mechanical completion, commissioning, as-built, and project-closeout processes, including reconciliation of electronic and hard-copy records.
• Protect confidential information, maintain access controls and backups, and support audits by retrieving reliable records promptly.

Qualifications and Experience

Minimum Requirements

• HND or bachelor’s degree in Engineering, Information/Records Management, Business Administration, or a related discipline.
• Typically 5 or more years of document control or quality-records experience on oil and gas, EPC, construction, fabrication, or asset-integrity projects.
• Demonstrated experience with electronic document management systems, transmittals, registers, contractor/vendor documents, and QA dossier compilation.
• Understanding of inspection, welding/NDT, material, test-pack, NCR, audit, and handover record relationships.
• Exceptional accuracy, organisation, confidentiality, follow-up, and stakeholder-service skills.

Preferred Certifications and Standards Knowledge

• Document/records management, ISO 9001, or information-governance training is advantageous.
• Experience with major EDMS platforms and spreadsheet-based registers is preferred.
• Awareness of project completions, configuration management, retention, and data-protection requirements.

Core Competencies

• Revision and distribution control
• Quality-record completeness and traceability
• EDMS/register administration
• QA dossier and handover compilation
• Accurate status reporting and follow-up

Key Performance Measures

• Documents processed and distributed within target time
• Overdue reviews and missing records reduced
• Zero use of obsolete or unapproved controlled documents
• QA dossiers accepted first pass or with minimal comments
• Audit retrieval requests fulfilled accurately and promptly