Project Information Coordinator ​/ Document Controller

Position objective

Maintain a complete, current and auditable project record and prevent information delay or revision error from disrupting the six-month programme.

Reports to

Senior Project Delivery, Controls & Contract Manager; functional access to the Petromin Project Director

Interfaces

All embedded resources, Contractor document control, assurance consultant and Petromin stakeholders

Deployment

Full-time for the entire assignment; project/site office

Recommended seniority

7+ years on major construction projects; advanced EDMS/CDE and handover-documentation capability

Role purpose

Own the administrative integrity of project information. Configure and operate the agreed common data environment, ensure that only complete and correctly coded submissions enter the review process, track every review/comment/action to closure, and build the handover dossier progressively. This role frees the three senior resources to perform analysis and site assurance rather than document chasing.

Key responsibilities

• Implement Petromin's document-management procedure, numbering, metadata, folder structure, status/suitability codes, revision rules, transmittal workflow, review matrix and distribution groups.
• Establish and maintain the master document register and linked registers for drawings, calculations, specifications, materials, shop drawings, method statements, ITPs, RFIs, technical queries, deviations, NCRs, inspections/tests, samples/mock-ups, authorities/utilities, interfaces, decisions, changes and handover records.
• Perform submission compliance checks for document number, title, revision, status, discipline, package, native/searchable format, attachments, signatures/certification and superseded references; return administratively incomplete submissions with a recorded reason.
• Route complete submissions to the correct Petromin reviewers, record contractual and internal due dates, issue reminders/escalations and assemble one consolidated response authorised by the Senior Project Delivery, Controls & Contract Manager.
• Maintain the consolidated comment register from initial comment through Contractor response, reviewer disposition, incorporation in the next revision and formal closure.
• Prevent superseded or unapproved documents from being used; issue controlled distribution and maintain current-document lists for office and site teams.
• Administer meeting calendars, agendas, attendance, minutes, actions and decision references; link actions to supporting correspondence and evidence.
• Produce daily/weekly status and ageing dashboards for submissions, comments, RFIs, decisions, NCRs, approvals and handover deliverables.
• Maintain correspondence and notice logs without interpreting entitlement; immediately flag time-sensitive notices or contractual communications to the Senior Project Delivery, Controls & Contract Manager.
• Build the final handover index from mobilisation and reconcile as-builts, native files/BIM, test packs, asset data, O&M manuals, training, warranties, spare-parts records, certificates, authority approvals and snag/NCR closure.
• Apply access control, backup, audit trail, naming and retention requirements; maintain confidentiality and transfer the complete record to Petromin on demobilisation.

Mandatory outputs

• Operational document-management procedure, review matrix and master document register within three working days of mobilisation or system access.
• Daily overdue/critical-submission list and weekly information-control dashboard.
• Up-to-date consolidated comment, RFI, action, decision, correspondence, authority and handover registers.
• Controlled minutes and action list issued within one working day of each formal meeting unless Petromin directs otherwise.
• Current-document and superseded-document controls for active work fronts.
• Final indexed electronic project record and handover dossier reconciliation report.

KPIs and performance evidence

Performance area

Expected standard / evidence

Registration completeness

100% of formal incoming/outgoing records registered, linked and retrievable; no off-system approvals.

Revision control

Zero known instances of superseded/unapproved information being issued as current due to…