Document Controller

OEG Job Advert - Document Controller

OEG is a leading energy solutions business, providing mission-critical infrastructure assets and services to the global offshore energy industry. Through our specialist divisions - topside, marine, subsea, logistics and industrials, we are a pivotal link in the global offshore energy project chain, ensuring our customers’ projects are delivered safely, reliably and efficiently.

• Edinburgh, United Kingdom.
• Travel as required by business needs.

• Provide effective document control across the Topside project portfolio, Division Integrated Management System (IMS) and business documentation, ensuring compliance with project requirements and internal processes.
• Manage the checking, registration, issuing, revision, publication, distribution and archiving of documents, maintaining accurate, traceable and easily accessible records.
• Maintain sustainability reports, QHSE dashboards and internal audit plans, while supporting and conducting internal audits to ensure ongoing compliance and continuous improvement.

• Maintain and update Project Document Registers (PDRs), Master Document Registers (MDRs) and document-tracking systems, ensuring document status, revision and distribution are accurate and traceable.
• Coordinate and manage the controlled receipt, review, issue, distribution, transmittal and archiving of project documentation across the Topside project portfolio, ensuring compliance with established document control procedures.
• Check project, client, supplier and management-system documents against applicable document-control requirements, numbering conventions, revision standards and agreed project procedures.
• Prepare and maintain document transmittals and submission records, ensuring all document exchanges are accurate, complete, traceable and auditable.
• Liaise with project teams, clients, suppliers and third-party Document Controllers to coordinate document submissions, reviews, approvals, comment close-out and project handover activities.
• Monitor document status and outstanding actions, proactively following up on overdue submissions and review comments while keeping relevant stakeholders informed of progress.
• Maintain accurate document revision histories, ensuring superseded versions are clearly identified, withdrawn from active use where appropriate and securely archived in accordance with document control procedures.

• Maintain the Topside Master Document Register, ensuring the controlled publication, review and updating of divisional IMS documentation, including procedures, work instructions, forms, templates, guides and other approved documents.
• Conduct pre-publication checks on approved Topside documents, ensuring accuracy and compliance with document references, version details, approvals, classifications, formatting and required metadata.
• Publish approved documents to the appropriate SharePoint/IMS locations, ensuring accurate metadata and document links are maintained, and confirm publication with the relevant document owner.
• Remove superseded documents from active locations, ensuring previous versions and associated records are appropriately archived and retained in accordance with approved document control procedures.
• Support document and process owners in the submission, revision, review and maintenance of controlled documentation, ensuring compliance with established document control procedures.
• Ensure project documentation and controlled Topside IMS documentation are managed separately, using the appropriate approved storage locations and document control procedures for each.

• Provide day-to-day guidance and support to colleagues and project teams on document control procedures, registers, systems and best practices to ensure effective document management.
• Support internal, client and external audits by ensuring documents and evidence are complete, current, traceable and readily retrievable.
• Utilise SharePoint, Microsoft Office and other approved OEG systems effectively, ensuring the accuracy, consistency and integrity of document records.
• Identify recurring issues, process gaps and opportunities to improve document control systems, procedures and reporting, providing recommendations to the QHSE Manager to support continuous improvement.
• Collaborate with QHSE, project teams, document owners and other departments to ensure…