Document Controller

The Document Controller is responsible for managing, controlling, and maintaining all maintenance and project-related documentation in accordance with approved document control procedures and quality standards. The role ensures that documents are accurate, up to date, properly reviewed, distributed, and readily accessible to support maintenance operations, audits, and compliance requirements.

• Document Control & Management
  • Control, register, receive, distribute, and archive all maintenance-related documents including drawings, manuals, procedures, work orders, inspection reports, and technical records.
  • Maintain proper document numbering, classification, and filing systems for easy retrieval.
  • Ensure only latest approved revisions of documents are issued and used at site.
• Version Control & Compliance
  • Track document revisions, approvals, comments, and transmittals.
  • Maintain strict version control to avoid use of obsolete documents.
  • Ensure documents comply with approved document control procedures and quality requirements.
• Coordination & Interface
  • Coordinate with maintenance, engineering, and project teams to collect, update, and close documentation.
  • Follow up with concerned departments for pending documents, approvals, and revisions.
  • Support smooth information flow between site teams and management.
• Electronic & Hard Copy Records
  • Maintain electronic document management systems (DMS/EDMS) and hard-copy filing systems.
  • Ensure documents are securely stored, backed up, and protected against loss or damage.
  • Control access to sensitive and confidential documents.
• Audit & Reporting Support
  • Provide required documents during audits, inspections, and compliance reviews.
  • Prepare document status reports, transmittal logs, and document registers for management review.
  • Support maintenance schedules and project timelines through timely document availability.

Minimum 5 years of experience as a Document Controller. Experience in maintenance, industrial, oil & gas, or petrochemical environments preferred. Proven experience handling technical documentation such as equipment manuals, P&IDs, preventive maintenance records, technical and inspection reports. Familiarity with Document Management Systems (DMS / EDMS). Proficiency in MS Office (Word, Excel, Outlook).

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Good communication and coordination skills
• Ability to work independently and under pressure
• Understanding of maintenance workflows and technical documentation