Job description

Job Title: Document Controller

Required Experience: Document control experience using Oracle Aconex

Department: Project Management / Project Controls

Job Summary

The Document Controller is responsible for managing, organizing, tracking, and maintaining project documentation through the Oracle Aconex document management system. The role ensures that all project documents, drawings, technical submittals, correspondence, and transmittals are properly registered, distributed, reviewed, and archived in accordance with project procedures and document control standards.

Key Responsibilities

1. Manage and maintain all project documentation using the Oracle Aconex platform.

2. Upload, register, classify, and distribute project documents, drawings, technical submittals, and correspondence.

3. Monitor document workflows, review cycles, approvals, and outstanding actions within Aconex.

4. Prepare and manage document transmittals, ensuring documents are sent to the correct recipients.

5. Maintain accurate document registers, revision histories, and status reports.

6. Ensure that the latest approved drawings and documents are available to authorized project personnel.

7. Track document submissions, approvals, rejections, and overdue responses, and follow up with the relevant departments.

8. Verify document numbering, titles, revisions, and metadata in accordance with project requirements.

9. Coordinate with project managers, engineers, consultants, contractors, and other stakeholders regarding document submissions and status updates.

10. Maintain proper filing, retrieval, and archiving of electronic and hard-copy records.

11. Ensure compliance with project document control procedures, confidentiality requirements, and quality management standards.

12. Prepare daily, weekly, and monthly document control reports as required.

13. Identify and resolve document control discrepancies, duplicate records, and incorrect revisions.

14. Support project audits by providing accurate, complete, and traceable documentation.

15. Assist project teams in using Aconex workflows and following established document control procedures.

Required Qualifications and Skills

* Diploma or bachelor’s degree in Business Administration, Information Management, Engineering, or a related field.

* Previous experience as a Document Controller in a construction, engineering, or oil and gas project.

* Hands-on experience using Oracle Aconex for document registration, transmittals, correspondence, workflows, and document tracking.

* Knowledge of document control procedures, revision management, and document numbering systems.

* Proficiency in Microsoft Excel, Word, Outlook, and other document management tools.

* Strong organizational skills and attention to detail.

* Good written and verbal communication skills.

* Ability to manage multiple documents and meet project deadlines.

* Understanding of document confidentiality, version control, and audit requirements.

Key Competencies

* Document accuracy and traceability

* Aconex system proficiency

* Workflow and transmittal management

* Document tracking and reporting

* Coordination and follow-up

* Time management and prioritization

* Accuracy and completeness of document records

* Timely distribution and processing of documents

* Compliance with project document control procedures

* Timely follow-up on pending reviews and approvals

* Accuracy of document registers and revision tracking

* Retrieval time for requested project documents

Expected Outcome: Maintain an accurate, organized, and traceable project document management system through Oracle Aconex,