Operations Document Controller

Our Operator Client is looking for an Operations Document Controller on a long term contract basis. Previous experience in a similar role within an Operator environment is essential.

The Operations Document Controller will be responsible for the provision of a Document Control service to Engineering and Operations, working in compliance with the Client's policies and procedures under the guidance of the Information Centre Team Leader.


Key Responsibilities


  • Implement, develop and define procedures and specifications to ensure IM best practice is implemented throughout document lifecycle.
  • Manage information throughout entire lifecycle from creation to final version / destruction.
  • Manage relationships with business areas and stakeholders and liaise with business teams in defining, capturing and managing technical deliverables.
  • Deliver project document control following project procedures for internal/external technical documents and correspondence.
  • Undertake drawing audits in accordance with company procedures to ensure integrity of documentation is maintained


Document Control – Key Activities - Operations

  • Deliver document control by following IM procedures for technical and non-technical controlled documents not managed through E&C contract. E.g., topsides documentation, chemical management reports, TRAs, MCDR work packs, PIM work packs, subsea, supplier documentation.
  • Deliver document control requests coming from Operations and Engineering departments including document numbering, tag numbering, document retrieval, searching etc.
  • Quality check document deliverables received against IM Standards and Specifications.
  • Deliver document control support to key business workflows.
  • Maintain integrity of the DMS by following defined IM procedures.
  • Deliver to offsite storage requests and retrievals for the business (Physical Records Management)
  • Comply with the Company Records Management for Controlled and non-Controlled documents.
  • Support monitoring of E&C contractor with Document Control processes, IM best practice and ensuring compliance with the Client's procedures and requirements e.g. Check out of master drawings, issue master document numbers, tag numbers, placeholders etc.
  • Provide DMS training or front-end searching guidance for any relevant internal / external parties ensuring all are updated of any changes / enhancements.
  • Run Work In Progress register checks.
  • Process printing requests from all departments and liaise with External Printing Company
  • Send out relevant Policies & Procedures to PSV/ERRVs when on hire
  • Process project management documentation
  • Processing of Bridging documents and ensuring hard copies are placed in the Emergency Response Room
  • Deliver all aspects of the document control function ensuring requests and queries are prioritised and are processed and closed out in a timely and satisfactory manner, and that a professional and quality Document Control service is provided to the Business.
  • Communicate and provide regular status updates to the Information Centre Team Leader identifying potential Document Control-related areas of concern and seek resolution in a timely manner.
  • Processing of Engineering (Design and Vendor) documentation including the registration, issue / distribution / transmittal, tracking and retrieval of documents received and issued to and from the Client and 3rd Parties.
  • Liaise with 3rd Parties (Contractors, Suppliers, etc.) regarding the capture / submission of documentation.
  • Document Number, Revision Coding / Revision Status allocation and allocation of Engineering numbering, Engineering Numbering Systems Procedure and, Document Numbering Procedure.
  • Preparation and maintenance of project-specific Document Distribution Matrices (DDMs), in accordance with project defined requirements.
  • Expediting of overdue IDC / Issued for Review and Issued for Approval documentation.
  • Maintenance of Documentum records, ensuring these reflect accurate attribute and current document status.
  • Search and retrieval of information held within Documentum, including the recall of archive information held in offsite storage.
  • Provide assistance and training in the use of the Document Management System search function and EDMS/Document Control training to new personnel.
  • Responsible for the provision of exception reporting, as required (Late Reports, Weekly Document Issue Reports).
  • Preparation / compilation of ad hoc technical document packages for issue to internal and 3rd Parties, as required.
  • Assist in the implementation of new Document Control-related processes and enhancements.
  • Ensure Engineering archive documentation is captured and controlled in compliance with the Client's Records Retention Policy  and the Client's Records Retention Schedule, doc-loading to Documentum and archive records are scanned and stored digitally where applicable.
  • Proactively promote and ensure Document Control processes and procedures are understood and are complied with by users.
  • Execute day-to-day document control support to Asset departments.


  • Provide weekly progress / status updates, as required.
  • Coordination of day-to-day activities.
  • Attend and contribute to team meetings.
  • Work in a collaborative manner with all internal and external interfaces.
  • Provide Document Control support to others, including the provision of holiday cover, as required.





Education, Qualifications & Experience


  • Has an effective and appropriate level of written and oral communication skills covering all routine activity and contacts.
  • Has a positive and flexible attitude and demonstrates commitment in the delivery of an efficient and quality service to the project.
  • Has the ability to liaise / interface with people at all levels.
  • Experience working within the oil and gas industry in a Document Control environment.
  • Experienced in working in compliance with departmental and project procedures.
  • Understanding of Document Numbering /Revision Control coding and indexing requirements re Design and Vendor documentation, including document lifecycles.
  • Document Management System experience.
  • Meticulous attention to detail with accurate inputting skills
  • Excellent file management skills
  • Has a systematic and disciplined approach to work and is able to plan, schedule and monitor own work within a limited and / or defined timeline.
  • Is able to adopt a proactive and coordinated approach in identifying anomalies, areas of concern and resolving problems in a timely and effective manner
  • Capable of working on own initiative after short period of training
  • Works in a collaborative manner, i.e. is a team player.


  • Preferred: experienced in the use of Documentum Webtop and / or McLaren EDMS’
  • Preferred: Willingness to go offshore occasionally to conduct audits on our safety critical documentation.



  • Educated to minimum of standard grade level
  • Preferred: SCQF in Document Control or equivalent.