Document Controller - Tendering Support (Oil & Gas)

Brief about company :- Petrochem Performance Chemicals (PPC), a company of Mazrui Energy Services (MES), specializes in drilling fluids and associated equipment services. We increase customer asset value through the provision of cost effective, customized technical solutions in the drilling and completion fluids, solids control, filtration equipment, and waste management services. Our geographical territory covers the Middle East and Caspian with current operations in the UAE, Northern Iraq, Kuwait, and Yemen. PPC and MES are part of Mazrui International (Diversified holding group with businesses across different industries such as Oil & Gas, Oilfield Engineering Services, Manufacturing, Chemicals, Financial Investments, Real Estate, Construction, Trading, Distribution, Transportation, Logistics, Retail, Hospitality, Education etc.).

Reporting to :- General Manager

Job Purpose :- Ensure consistency and traceability in Document Management across all projects and operational functions, including Pre-invoicing, Quality, HSE, rig-related documentation, and tendering activities. This role is responsible for organizing, controlling, and maintaining Quality documentation systems, tender-related documentation, and supporting associated training and UAE operations tasks such as account receivables and bid submissions. The position will actively collaborate with the Tendering team to support preparation and consolidation of technical and commercial bid documentation, ensuring timely and compliant submissions. Responsibilities will also include administrative and critical support to UAE operations concerned to tasks including account receivables activities. To manage and control all documentation related to tenders, contracts, and project records in a structured, accurate, and timely manner. This role will also support the tendering team in compiling, organizing, and submitting bid documentation in line with client requirements and company standards.

Key Responsibilities/Duties :-

Document Control :-

• Implement and maintain document control processes and procedures.
• Develop and maintain the Document Management System.
• Collaborate with the Tendering/Proposals team to compile and submit prequalification documents, expressions of interest, and bid/tender proposals.
• Maintain and update document control procedures and systems for tenders and contracts.
• Ensure proper classification, indexing, archiving, and retrieval of all incoming/outgoing documents.
• Control and log the distribution of technical and commercial documents to/from clients, subcontractors, and internal teams.
• Ensure version control and track document revisions throughout the tender and project lifecycle.
• Coordinate internal document approvals and formatting for tender submissions in accordance with client requirements and company standards.
• Maintain a central repository of past tender submissions, client correspondence, and supporting documents for future use and reference.
• Track deadlines for tender submission, clarifications, and client queries; ensure timely response and document flow.
• Assist in the preparation of technical and commercial documentation including scope descriptions, capability statements, and certifications.
• Liaise with multiple departments (Operations, HSE, Finance, Legal) to collect and compile documents required for tenders.
• Maintain an up-to-date tracker/log of all tenders, RFQs, and submitted proposals along with their status.
• Ensure tender documentation is archived in compliance with company quality and audit requirements.
• Review and ensure all tender documents comply with client instructions, formatting, and internal approval workflows.
• Manage all flows of documents either in electronic form or on paper support.
• Ensure Document Management according to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving).
• Maintain and manage electronic and hard copy documents as required.
• Process incoming documentation (registration in the DMS, internal distribution, archiving).
• Process outgoing documentation (transmit to Client and Suppliers/3rd parties).
• Ensure that controlled copies of latest approved documents are distributed internally and externally (Clients and Suppliers).
• Ensure control and coordination of project documentation and data.
• Ensure all documentation is correctly identified, distributed and filed/stored.
• General document control activities such as photocopying, scanning, analysis of suppliers’ documents compliance with Project standards regarding numbering and all others aspect related to document quality.
• Assistance in the preparation, collation, and issue of reports and registers as may be required.
• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.
• Monitor technical documents review and approval in accordance with agreed schedule.
• Monitor the documentation progress in cooperation with the project planner.
• Produce internal and external (Clients and Suppliers) overdue reports.
• Ensure the use of standardized forms and templates.
• Set-up Projects folders and facilitate Project communication process.
• Establish and maintain the Master Document Register in cooperation with the Project team.
• Collate, produce and submit QA Documentation for Clients.
• Provide document control support to project teams.
• Responsible for processing all submittals and input into the system.
• Maintain updated submittal log, monitor the submittal schedule and status.
• Transmit documentation and submittals through the Clients SharePoint system.
• Receive, log, and track plans and specifications as received including all revisions.
• Distribute plans and specifications to contractor personnel as well as subcontractors.
• Assist the Tendering Specialist/Contracts Manager in compiling bid documents including technical submissions, forms, certificates, and supporting documents.
• Ensure all tender documentation is submitted in the correct format and within deadlines.
• Track and follow up on clarifications, addenda, and client communications related to ongoing tenders.
• Maintain a central library of standard tender templates, past submissions, and client requirements.

Coordination & Compliance:

• Coordinate with internal departments (QA/QC, HSE, Legal, Finance, Estimation) to collect and verify documents for tenders and contracts.
• Ensure submitted documents comply with client and regulatory standards.
• Assist with audits and compliance checks related to documentation.

Post-Award & Project Document Support:

• Manage contract documents post-award including contract agreements, variations, correspondences, and change orders.
• Ensure smooth handover of documentation from tender to project execution team.

Ability & Skills:

• Excellent written and verbal communications, and interpersonal skills.
• Teamwork and relationships.
• Possess good knowledge in document control and management processes and ISO standards.
• Systematic and able to work under pressure.
• Able to work independently as well as in a team.
• Proficient in MS Office applications (Excel, Words and Power Point) and Adobe Professional is a must and knowledge in using documents control software is advantageous.
• Able to work independently as well as in a team.

Experience :- 4 to 7 years of experience in document control, with at least 2–3 years supporting tendering or contracts in the oil & gas industry.

Knowledge and Skills :-

• Familiarity with ADNOC, Aramco, or other major client tender requirements.
• Strong knowledge of document control systems (Aconex, Procore, SharePoint, or similar).
• Excellent organizational skills and attention to detail.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to work under pressure and meet tight deadlines.

Preferred:

• Knowledge of commercial terms and contract language is a plus.
• Experience handling confidential and high-value bid submissions.
• Strong interpersonal and communication skills.

Academic Qualifications :-

Accountabilities and Performance Measures :-

• Coordinate with Operations- Billing, logistics related requirements for invoice submissions.
• Pre-invoicing documentation consolidations aligned with rigs activities and monthly billing.
• Integrate tender team concerning track records, documentations, write up’s concerned operational procedures and documents in UAE/PPC.
• Organize and Archive, file Op’s documents, procedures, work instructions and forms.
• QC documents controller and focal point for Operations.
• Fulfill Op’s Document based upon retrieval requests for SQM’s.
• Maintain Documents stored in centralized database for operations.
• Effective Communication.
• Personal Integrity.
• Delivering.
• Drive.
• Planning Ahead.
• Situational Awareness.
• Customer oriented.
• Handling stress.

Please apply by attaching your CV only if you have relevant experience and qualifications.

Due to high volume of applications, only shortlisted candidates will be contacted.