Document Controller

EXHEAT Ltd is a world leader in the design and manufacture of electric process heaters and associated Control Systems for the Oil, Gas and Petrochemical industries worldwide.

We are looking for a detail-oriented and organised Document Controller to join our team at EXHEAT. The successful candidate will be responsible for coordinating and maintaining project documentation, ensuring accuracy, compliance and timely submissions in line with customer and contractual requirements. Working closely with Project Managers, clients, suppliers and internal departments, you will play a key role in keeping project documentation up to date and supporting the smooth delivery of projects.

Duties/Responsibilities:

• Creating and maintaining accurate records in the ERP and CRM systems.
• Ensuring alignment between Client Document Management Systems and EXHEAT own.
• Support in ensuring the accuracy, completeness, and timely delivery of project-related documents to meet customer expectations.
• Working with internal and external stakeholders to ensure project documentation is kept up to date throughout the project life cycle.
• Expedite project documentation internally and externally to maintain project schedules.
• Ensure company and contractual compliance with the control of project related documented information.
• Support with tracking and expediting overdue retentions.
• Assist Sales Department with realistic documentation requests at bidding/quotation stage of contracts (i.e. reviewing and commenting Supplier Document Requirements).
• Handling and expediting of sub supplier documentation including final manuals.
• Creation, co-ordination and updating of Supplier Document Registers on, Exheat and client specific systems.
• Transmitting the required documentation to client in contract required format, including those using client specific websites and liaising with client document control.
• Liaising between client document control and Project Managers to ensure documentation is produced and submitted on time.
• Daily maintenance and processing of document submittals / returns.
• Keeping and controlling electronic filing and hard copy where required.
• Revision of client commented documentation under DC ownership, checking and then resubmission.
• Supporting with capturing and traceability of Client Comment Responses via use of EXHEAT CRS process (in addition to Client CRS process) where applicable.