Senior Document Controller in Aberdeen

As the Senior Document Controller within GDi, you will play a pivotal role in managing the flow of information across projects and modifications. You will be responsible for ensuring that all documentation is accurate, traceable, and readily accessible to support effective decision-making, timely project delivery, and adherence to regulatory requirements. Serving as the central point of coordination for Modifications, you will oversee the management of technical documentation while safeguarding the integrity of essential business records, thereby preserving corporate knowledge and enabling long-term success. This position demands precision, structure, and strong communication skills, as your contributions will directly influence project outcomes and compliance.

Duties And Responsibilities:

• Manage MDRs and distribution, working closely with Engineering Teams.
• Act as the focal point for all operations document control, with potential to support the growing R&D project team.
• Implement new DCC workflows & review current document management process.
• Initiate workflows to support timely review of documentation.
• Upload and download data between multiple systems (Documentum, Asai, SharePoint, etc.).
• Support projects and site changes, handing over documentation from Projects to Site.
• Liaise with vendors/suppliers to resolve documentation issues and uphold company procedures.
• Monitor shared mailboxes and manage document queries.
• Close out of engineering projects in CAD.
• Support survey team in data management process.
• Deliver document status reports and close-out of modifications.
• Workpack close out working closely with Construction Manager & Client Team.
• Ensure compliance with industry standards (e.g., ISO Standards) and project-specific document management requirements.
• Register, track, and issue controlled documents (engineering drawings, specifications, procedures, vendor data) in accordance with project workflows.
• Identify and implement process improvements to enhance document control efficiency and accuracy.
• Contribute to developing best practices in document and data management across the business.

Supervisory Responsibilities:

Mentor and support junior document controllers and project team members.

Reporting Relationship:

This position will report to Technical Manager – Design & Engineering.

Qualifications:

DESIRABLE: Formal qualification in administration e.g. HNC in business administration.

Knowledge, Skills, Abilities, and Other Characteristics:

• Relevant industry experience.
• Knowledge of Document Control practices, ideally within the energy sector (experience from other regulated industries also valued).
• Experience working in a busy Projects/Modifications environment, with the ability to manage multiple MDRs/packages of work.
• Confidence in working across different systems and databases, with excellent attention to detail.
• Willingness to learn and promote agreed service processes, acting as an advocate for best practice.
• Offshore certification is an advantage, but not a requirement — flexibility and willingness to undertake offshore site audits when required is what matters most.
• CAD experience is preferred however training could be provided.
• Good written and oral communication skills.
• Ability to communicate effectively at all levels.
• Good time management and ability to work to challenging deadlines.
• Team working – work as part of a dynamic team and collaborate with key stakeholders within the business.