Document Controller - Lead

The Lead Document Control is responsible for the overall management, control, coordination, distribution, and archiving of project documentation throughout the project lifecycle.

The role ensures that all project and organizational documents—including contracts, correspondence, agreements, commercial documents, drawings, technical submittals, samples, method statements, RFIs, reports, and other project records—are properly received, registered, reviewed, tracked, controlled, distributed, and archived in accordance with approved procedures and the Document Distribution Matrix.

The Lead Document Control ensures that project information is accurate, traceable, secure, accessible, and compliant with Company policies, project requirements, contractual obligations, Quality Management System, and IMS procedures. Strong practical experience with Oracle Aconex and Electronic Document Management Systems (EDMS) is required.

Key Responsibilities:

• Oversee the organization, maintenance, control, tracking, and distribution of all project documents and records.
• Ensure incoming and outgoing documents are properly received, registered, classified, processed, tracked, distributed, and archived.
• Maintain accurate document registers, logs, trackers, and electronic records throughout the project lifecycle.
• Manage document numbering, coding, revision control, status, metadata, and document traceability.
• Ensure stakeholders have access to the latest approved versions of project documents.
• Manage technical, commercial, contractual, and project documentation, including drawings, RFIs, submittals, method statements, correspondence, reports, and approvals.
• Coordinate document distribution in accordance with the approved Document Distribution Matrix and project communication procedures.
• Monitor document submissions, reviews, approvals, responses, and outstanding actions, ensuring timely follow-up with responsible stakeholders.
• Develop, implement, and maintain document control procedures, workflows, guidelines, and standards in accordance with Company and project requirements.
• Conduct regular document reviews and audits to ensure accuracy, completeness, consistency, traceability, and compliance.
• Ensure superseded and obsolete documents are identified, withdrawn from active use, and properly archived.
• Maintain proper document retention, retrieval, and disposal in accordance with contractual and Company requirements.

Oracle Aconex & EDMS:

• Serve as a key user and administrator of Oracle Aconex for project document control and information management.
• Manage Aconex document uploads, registrations, revisions, transmittals, workflows, distributions, submissions, reviews, and approvals.
• Maintain Aconex document metadata, revision history, audit trails, registers, and project records.
• Manage appropriate user access, permissions, distribution groups, and workflows in accordance with approved procedures.
• Monitor Aconex workflows and follow up on pending reviews, approvals, responses, and actions.
• Generate document control, workflow, transmittal, and status reports as required.
• Provide training and support to project personnel on Aconex procedures, workflows, and document control best practices.
• Support the optimization and continuous improvement of Aconex and other EDMS platforms.

Coordination & Stakeholder Management

• Collaborate with Project Managers, Engineers, Consultants, Contractors, Clients, Commercial Teams, QA/QC, HSE, and other stakeholders to facilitate efficient document exchange.
• Resolve document-related issues and ensure alignment with project requirements and schedules.
• Provide guidance and support to Document Controllers and project personnel to ensure consistent document control practices.
• Maintain effective communication and follow-up with stakeholders regarding outstanding documentation and actions.

Document Security & Risk Management

• Ensure the confidentiality, integrity, and security of project information and documentation.
• Manage document access permissions and ensure sensitive information is accessible only to authorized personnel.
• Identify and mitigate risks related to data loss, unauthorized access, duplicate documents, incorrect…