Document Controller

Who is GDi?

We are an Aberdeen-based, leading provider of engineering and digital asset management solutions. By delivering ultra-efficient technology and safety-driven solutions, GDi helps our clients safely and efficiently manage their assets.

GDi are looking for an experienced, enthusiastic, and motivated Document Controller who will be responsible for the administration, control, and coordination of all project and corporate documentation in accordance with GDi’s standards and procedures. This role is a key support function to project delivery, ensuring timely and traceable access to critical information while maintaining compliance with client, project, and internal requirements.

Key Activities & Accountabilities:

• Manage all incoming and outgoing documentation in accordance with GDi procedures and contractual obligations.
• Maintain document registers and ensure accurate logging, numbering, and revision control for all documents and drawings.
• Monitor and enforce document control workflows to ensure timely review, approval, and distribution of controlled documents.
• Support users with document control procedures, troubleshooting, and training as required.
• Coordinate with IT or software vendors to resolve system issues when applicable.
• Liaise with project managers, engineers, QA/QC, and clients to ensure all required documentation is up to date and accessible.
• Ensure all project document deliverables are completed, compiled, and submitted in accordance with client requirements and project milestones.
• Maintain control of electronic filing systems to ensure traceability and audit readiness.
• Ensure documentation complies with internal quality standards, client specifications, and ISO procedures.
• Participate in internal and external audits and ensure accurate and complete documentation is readily available.
• Support project close-out and handover processes, including final documentation packages.
• Produce regular reports on document status, outstanding actions, and approval progress to support project reporting and decision-making.
• Track document review and response timelines to support adherence to project schedules.

Essential Skills & Experience:

• Proficiency in MS Office (Excel, Word, Outlook) and document control software systems.
• Experience working with controlled documentation in a project-based environment.
• Minimum 3 years of experience in a Document Control role, preferably within engineering, construction, oil & gas, or energy sectors (preferred).
• Familiarity with ISO 9001 and quality management systems (preferred).
• Strong attention to detail and a methodical approach to managing large volumes of data and documents.
• High level of proficiency with document management systems (e.g., SharePoint, or equivalent EDMS).
• Excellent communication skills and ability to coordinate with multidisciplinary teams and external stakeholders.
• Strong organisational skills and the ability to prioritise work in a deadline-driven environment.
• Knowledge of engineering, construction, or fabrication documentation (preferred).