Document Controller [Engineering]

Emirates Electrical & Instrumentation Company; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading engineering firm in Abu Dhabi is looking for an experienced Engineering Document Controller. The role requires managing all project documentation for ADNOC Offshore projects, ensuring strict compliance with document control procedures. Candidates should have 5-10 years of experience in the Oil & Gas sector, preferably with ADNOC, and a degree in engineering. The ideal candidate will possess strong organizational skills and be proficient in relevant document management software. Excellent leadership and communication abilities are essential for effective collaboration.

Qualifications

• Minimum 5–10 years’ experience as Engineering Document Controller in Oil & Gas projects.
• ADNOC Offshore project experience preferred.
• Certification in Document Control / Records Management preferred.

Responsibilities

• Manage and maintain all engineering and project documentation for ADNOC Offshore projects.
• Ensure compliance with ADNOC document control procedures and quality requirements.
• Provide leadership and support to EPC, PMC, and OEM team members.

Skills

Strong understanding of engineering document lifecycle and revision control

Knowledge of ADNOC Offshore document requirements and procedures

High attention to detail and document accuracy

Strong coordination skills with multi-discipline engineering teams

Education

Diploma or Bachelor’s Degree in Engineering

Tools

MS Office (Excel, Word, PowerPoint)

ADNOC DMS / EDMS platforms

Aconex / SharePoint / ProjectWise

Job description

Job Description

Role Purpose

To manage, control, track, and maintain all engineering and project documentation for ADNOC Offshore projects, ensuring compliance with ADNOC document control procedures, project specifications, and quality requirements. The role supports engineering, procurement, construction, and commissioning teams by ensuring accurate, timely, and controlled document flow throughout the project lifecycle.

Document Control Leadership (Owner’s Engineer Function)

Act as the primary authority for document management across the EPC package, ensuring :

Full compliance with ADNOC Document Control Procedure, COPs, and numbering standards

Strict governance of transmittals, revisions, metadata, and approval workflows

Timely and accurate management of all engineering and vendor documentation

Provide leadership and support to EPC, PMC, OEMs, and OE team members.

Establish & Manage Document Control System

Lead setup and administration of the project DMS :

Create folder structures aligned with ADNOC Work Breakdown & Document Code

Configure workflows, access permissions, and revision control rules

Maintain Master Document Register (MDR) for OE & EPC documents

Maintain Vendor Document Register (VDR) for compressor / dryer / receiver OEMs

Ensure metadata accuracy (Doc No., Title, Rev, Discipline, Status, Originator, etc.)

Ensure all departments follow the established DMS structure.

ADNOC Numbering System (Full Compliance Oversight)

Enforce ADNOC numbering formats for all documents and drawings

Validate each EPC submission before acceptance

Maintain mapping sheets between EPC / OEM numbering and ADNOC codes

Ensure consistent tag numbering linkage (P&ID tags vs instrument index vs loop folders, etc.)

Act as the gatekeeper for numbering compliance.

Management of All Incoming & Outgoing Transmittals

Review, validate, and log all incoming EPC / OEM transmittals

Issue outgoing transmittals to ADNOC / PMC as per workflow

Verify completeness : cover sheets, indexes, revision notes, distribution matrix

Track comments, approvals, and pending submissions

Ensure every transmittal meets ADNOC submission rules.

Document & Drawing Review Workflow Coordination

Coordinate internal review cycles between OE disciplines

Manage workflows for comments, consolidation, and approvals

Track overdue actions and overdue comments

Maintain accountability on EPC for submission deadlines

Ensure correct representation of status codes (A, B, C, 0, 1, 2, S, etc.)

Provide daily / weekly review dashboards to OE Engineering Manager.

Vendor Documentation Control (Packages – Compressors / Dryers / Receivers)

Manage documentation from all OEMs :

Compressor OEM (e.g., Atlas Copco, IR)

Dryer OEM

Receiver fabricators

Instrumentation panels, MCC vendors, etc.

Responsibilities

• Create VDR logs & submission schedules
• Track FAT reports, ITPs, data sheets, wiring diagrams, GA drawings
• Ensure vendor documents are integrated with EPC deliverables
• Maintain cross-references between vendor tags & EPC drawings
• Interface Management (EPC / OEM / ADNOC / PMC)

Revision Control & Change Management

Maintain accurate revision history for all documents and drawings

Ensure correct application of revision codes (Rev 0 / 1 / 2, A / B / C, AFC)

Implement change control procedures and track resubmissions

Maintain “superseded” and “voided” document logs

Support engineering change notices (ECNs) and field change notices (FCNs).

Maintain discipline-wise summary of deliverable status

Highlight critical path documentation delays impacting engineering, procurement, or construction

Provide weekly DCC summary reports to the OE Engineering Manager.

Quality Control, Archiving & Handover

Perform QA review of document formatting, signatures, approvals, and metadata

Ensure proper archiving of superseded files

Manage project close-out documentation

Validate accuracy and completeness of “As-Built Documentation” packages :

As-built drawings

Red-line markups

Final data books

Test records

OEM final documents

Ensure compliance with ADNOC handover and RFSU documentation requirements.

Reporting & Dashboards

Prepare structured reporting :

Weekly Transmittal Summary

Weekly MDR / VDR Status Report

Overdue Action Report

Engineering Deliverable Status Tracking

Vendor Document Status Reports

Document Turnaround Time Reports

Provide clear visibility for management and ADNOC stakeholders

Qualifications

• Diploma or Bachelor’s Degree (Engineering is desired)
• ADNOC Offshore project experience preferred
• Certification in Document Control / Records Management preferred

Experience

• Minimum 5–10 years’ experience as Engineering Document Controller in Oil & Gas projects
• Offshore project experience with ADNOC preferred
• Proven experience in EPC projects, including engineering, construction, and commissioning phases
• Strong exposure to ADNOC documentation workflows and approval cycles

Additional Information

Technical Skills

• Strong understanding of engineering document lifecycle and revision control
• Knowledge of ADNOC Offshore document requirements and project procedures
• Ability to manage large volumes of technical documents accurately
• Strong coordination skills with multi-discipline engineering teams
• High attention to detail and document accuracy

Software & System Knowledge (Project-Specific)

• ADNOC DMS / EDMS platforms
• Aconex / SharePoint / ProjectWise (as applicable)

Engineering & Office Tools

• MS Office (Excel, Word, PowerPoint)
• PDF markup and document comparison tools
• Basic understanding of engineering drawings (P&IDs, layouts, isometrics, GA drawings)

Personal Attributes

• Highly organized and detail-oriented
• Proactive and deadline-driven
• Clear communicator with engineering and site teams
• Able to work under pressure and manage multiple priorities
• Strong sense of confidentiality and accountability

Key Deliverables

• Master Document Register (MDR)
• Transmittal logs and correspondence records
• Updated drawing and document status reports
• Controlled As-Built documentation
• Final project handover documentation to ADNOC Offshore