Tendering and Document Control Specialist (Oil & Gas)

Mazrui International; Abu Dhabi; On-site; AED 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a Tendering and Document Control Specialist to ensure consistency in document management across various projects. This role involves organizing and maintaining quality documentation systems, supporting tendering activities, and collaborating with technical and commercial teams. You will play a crucial role in preparing and submitting compliant bids while managing documentation processes efficiently. If you thrive in a dynamic environment and have a strong background in document control within the oil and gas sector, this opportunity is tailored for you.

Qualifications

• 5-8 years in document control, especially in oil & gas.
• Strong knowledge of document management processes and ISO standards.

Responsibilities

• Manage and control all documentation related to tenders and contracts.
• Ensure compliance with client instructions and regulatory standards.

Skills

Document Control

Tendering Support

MS Office

ISO Standards Knowledge

Excellent Communication Skills

Education

Bachelor's Degree or Diploma

Tools

Aconex

Procore

SharePoint

Job description

Location :- Abu Dhabi

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.).

Websites :-

https://ppc.ae/ (Petrochem Performance Chemicals)

https://www.mazruiinternational.ae/ (Main Holding Group)

Designation :- Tendering and Document Control Specialist

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 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.

Key Responsibilities/Duties :-

Tendering Support:

• Review and understand tender documents (RFQs, RFPs) related to drilling fluids, chemicals, and oilfield services. Examine Invitation to Tender (ITT), Request for Quotation (RFQ), or Request for Proposal (RFP) documents to understand the scope, deliverables, eligibility criteria, and submission requirements.
• Coordinate with internal technical and commercial teams to collect required inputs.
• Prepare and format technical and commercial proposals in line with client requirements. Compile prequalification documents, vendor registrations, technical write-ups, project references, and commercial bids in line with client specifications.
• Ensure Compliance and Accuracy -Verify that all submissions strictly follow client instructions, contractual clauses, and regulatory or legal standards.
• Ensure timely submission of tenders, maintaining compliance with all instructions and formats.
• Track Tender Submissions: Maintain a live register of open, submitted, and closed tenders. Monitor deadlines and ensure timely submission of all tender-related documents.
• Support Bid Pricing Coordination - Assist in collecting and organizing pricing inputs from procurement or estimating teams. Ensure final pricing is correctly documented in the required format.
• Organize and maintain a library of standard documents, certificates (e.g., MSDS, ISO), and previous proposals.
• Handle online portal submissions and track tender deadlines.
• Assist with post-submission clarifications or document updates as required.
• Support vendor registration and prequalification processes with key clients (e.g., ADNOC, KOC).

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 accordingly 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)
• Makes sure that controlled copies of latest approved documents are distributed internally and externally (Clients and Suppliers)
• Ensure control and coordination of projects documentation and data
• Ensure all documentation are 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) over-due reports
• Ensuring 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 to process 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.

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 :- 5 to 8 years of experience in document control, with at least 23 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 :-

• Bachelor or Diploma