Document Controller

DOCUMENT CONTROLLER

Our Client, an Oil and Gas Operator based in Aberdeen is seeking an experienced Document Controller. This is an initial 12 month PAYE contract role.

Department: IT, Digital & Data

Onshore/Offshore: Onshore

Location: Aberdeen

Reports to: Information Manager

Role Purpose:

This role is responsible for the effective management, control, and distribution of all project documentation across the asset lifecycle. The role ensures that document management processes, systems, and standards are consistently applied across all project phases, supporting regulatory compliance, operational integrity, and efficient information management.

Main Tasks:

Manage the lifecycle of all project documents including engineering deliverables, vendor

documents, regulatory submissions, and operational records within the PIM document

management system or alternative provided

Administer the PIM document management system or alternative, ensuring accurate metadata,

version control, and document status are maintained at all times; act as first point of contact for

user queries and system support.

Control the issue, receipt, and tracking of documents to and from contractors, vendors, and third

parties, ensuring transmittals are completed accurately and within agreed timeframes.

Support project teams in the preparation and review of document registers, master document

registers (MDRs), and document progress reporting against project milestones.

Coordinate review and approval workflows, tracking document comment cycles and ensuring

responses are captured and resolved within PIM or alternative in a timely manner.

Maintain as-built and handover documentation packages, supporting close-out activities and the

transfer of project records into operational document sets.

Ensure compliance with relevant industry standards, regulatory requirements (NSTA/HSE), and

internal document management policies throughout all project phases.

Provide guidance and training to project staff on document management processes, PIM system

usage, and document control best practice.

Professional/Educational Requirements:

Essential:

Proven experience in a document control role within the oil & gas or energy sector, ideally with an operator or major EPC contractor.

Sound understanding of document control principles including version control, document numbering, transmittal processes, and review/approval workflows.

Strong IT skills including proficiency in MS Office Suite; experience of managing large-scale document registers and master document registers (MDRs).

Familiarity with relevant regulatory and industry standards applicable to upstream oil & gas operations (e.g. NSTA requirements, IADC, ISO 9001).

Desirable:

Demonstrable hands-on experience with the PIM document management system, including administration, workflows, and transmittal management.

Relevant qualification in Records Management, Information Management,

or a related discipline (e.g. AIIM, IRMS membership or certification).

Experience of document handover and close-out activities on major Capital projects in an upstream oil & gas environment.

Exposure to additional EDMS platforms (e.g. Documentum, SharePoint, Proarc) in addition to PIM.

Behavioural Skills:

Essential:

High degree of accuracy and attention to detail, with a methodical approach to organising and maintaining complex document sets.

Strong communication and interpersonal skills with the ability to build effective working relationships across multidisciplinary project teams, contractors, and vendors.

Proactive, self-motivated and able to manage competing priorities and deadlines in a fast-paced project environment.

Collaborative team player who supports colleagues and contributes to a positive working culture, whilst also able to work independently with minimal supervision.

Committed to continuous improvement, actively seeking opportunities to enhance document control processes and system capabilities.