Document Controller

Responsibilities

• Establish and maintain an effective document control system for the project
• Receive, log, and distribute incoming project documentation in a timely manner
• Ensure accurate filing, storage, and retrieval of documents both in physical and electronic formats
• Implement and enforce document control procedures to maintain consistency and compliance
• Provide administrative assistance to the project management team
• Coordinate meetings, prepare agendas, and document minutes
• Manage travel arrangements, accommodations, and itineraries for project personnel
• Assist in the preparation and formatting of reports, presentations, and project documentation
• Facilitate effective communication between project team members and external stakeholders
• Ensure timely distribution of project-related information and updates
• Serve as a point of contact for document-related inquiries and revisions
• Conduct regular audits to verify the accuracy and completeness of project documentation
• Collaborate with project teams to address and rectify any document control issues
• Work closely with various departments to collect and compile project information
• Coordinate with vendors, subcontractors, and other external parties to gather and manage project documents
• Maintain regular communication with clients to understand project needs related to Letters of Authorization (LOA)
• Address client inquiries and provide timely updates on LOA status and renewal processes
• Collaborate with the client to gather necessary information for LOA submission
• Prepare and submit LOA applications in accordance with project specifications
• Ensure compliance with client‑specific procedures and requirements during the LOA acquisition process
• Proactively monitor LOA expiration dates and initiate timely renewal processes
• Coordinate with clients for any additional documentation or information required for the renewal
• Follow up on LOA renewal submissions and ensure timely approval

• Bachelor's degree
• Proven experience in document control within the oil and gas industry
• Proficient in document management software and Microsoft Office Suite
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Attention to detail and a commitment to maintaining confidentiality
• Familiarity with industry‑specific standards and regulations
• Proficient in the use of Aconex, an Oracle cloud‑based project management and collaboration platform