Document Controller

OEG Energy Group; City of Edinburgh; On-site; GBP 28,000 - 45,000; Full time

Job summary

OEG Energy Group in Edinburgh, United Kingdom, is seeking a skilled Document Controller to manage the top-side project documentation and IMS materials. You will ensure controlled document creation, registration, publication, distribution and archiving across project portfolios and internal systems.

The role involves liaison with project teams, clients and suppliers, ensuring compliance with procedures, and supporting internal audits and QHSE dashboards. Travel as required by business needs.

Qualifications

• Experience in document control, maintaining accurate and controlled records.
• Proficient in Microsoft Office and SharePoint; able to manage document registers.
• Knowledge of document numbering, revision control, transmittals, status tracking and archiving; attention to detail.
• Excellent written and verbal communication in English; strong collaboration skills.

Responsibilities

• Maintain Project Document Registers (PDRs) and Master Registers (MDRs); track revision and distribution.
• Coordinate controlled receipt, review, issue, distribution, transmittals and archiving of project docs.
• Check documents against control requirements, numbering conventions and procedures.
• Prepare and maintain transmittals and submission records; ensure traceability and auditable records.
• Liaise with project teams, clients and suppliers for submissions, reviews and approvals.
• Monitor status and overdue actions; keep stakeholders informed of progress.
• Maintain revision histories and archive superseded versions securely.

Skills

Document control

Microsoft Office

SharePoint

English proficiency

Communication skills

Organisational skills

Education

ISO 9001/14001/45001 awareness

Document Control qualification (desirable)

Auditor training (desirable)

Tools

SharePoint

Microsoft Office

Job description

OEG Job Advert - Document Controller

Company Overview

OEG is a leading energy solutions business, providing mission-critical infrastructure assets and services to the global offshore energy industry. Through our specialist divisions - topside, marine, subsea, logistics and industrials, we are a pivotal link in the global offshore energy project chain, ensuring our customers’ projects are delivered safely, reliably and efficiently.

Location

• Edinburgh, United Kingdom.
• Travel as required by business needs.

Core Purpose

• Provide effective document control across the Topside project portfolio, Division Integrated Management System (IMS) and business documentation, ensuring compliance with project requirements and internal processes.
• Manage the checking, registration, issuing, revision, publication, distribution and archiving of documents, maintaining accurate, traceable and easily accessible records.
• Maintain sustainability reports, QHSE dashboards and internal audit plans, while supporting and conducting internal audits to ensure ongoing compliance and continuous improvement.

Key Responsibilities and Accountabilities

Project Document Control

• Maintain and update Project Document Registers (PDRs), Master Document Registers (MDRs) and document-tracking systems, ensuring document status, revision and distribution are accurate and traceable.
• Coordinate and manage the controlled receipt, review, issue, distribution, transmittal and archiving of project documentation across the Topside project portfolio, ensuring compliance with established document control procedures.
• Check project, client, supplier and management-system documents against applicable document-control requirements, numbering conventions, revision standards and agreed project procedures.
• Prepare and maintain document transmittals and submission records, ensuring all document exchanges are accurate, complete, traceable and auditable.
• Liaise with project teams, clients, suppliers and third-party Document Controllers to coordinate document submissions, reviews, approvals, comment close-out and project handover activities.
• Monitor document status and outstanding actions, proactively following up on overdue submissions and review comments while keeping relevant stakeholders informed of progress.
• Maintain accurate document revision histories, ensuring superseded versions are clearly identified, withdrawn from active use where appropriate and securely archived in accordance with document control procedures.

IMS and Business Document Control

• Maintain the Topside Master Document Register, ensuring the controlled publication, review and updating of divisional IMS documentation, including procedures, work instructions, forms, templates, guides and other approved documents.
• Conduct pre-publication checks on approved Topside documents, ensuring accuracy and compliance with document references, version details, approvals, classifications, formatting and required metadata.
• Publish approved documents to the appropriate SharePoint/IMS locations, ensuring accurate metadata and document links are maintained, and confirm publication with the relevant document owner.
• Remove superseded documents from active locations, ensuring previous versions and associated records are appropriately archived and retained in accordance with approved document control procedures.
• Support document and process owners in the submission, revision, review and maintenance of controlled documentation, ensuring compliance with established document control procedures.
• Ensure project documentation and controlled Topside IMS documentation are managed separately, using the appropriate approved storage locations and document control procedures for each.

General Duties and Continual Improvement

• Provide day-to-day guidance and support to colleagues and project teams on document control procedures, registers, systems and best practices to ensure effective document management.
• Support internal, client and external audits by ensuring documents and evidence are complete, current, traceable and readily retrievable.
• Utilise SharePoint, Microsoft Office and other approved OEG systems effectively, ensuring the accuracy, consistency and integrity of document records.
• Identify recurring issues, process gaps and opportunities to improve document control systems, procedures and reporting, providing recommendations to the QHSE Manager to support continuous improvement.
• Collaborate with QHSE, project teams, document owners and other departments to ensure consistent and effective document control practices across the Topside Division.
• Prepare and maintain QHSE and sustainability statistic reports.
• Maintain and update QHSE dashboards, ensuring accurate, up-to-date data and clear reporting to support performance monitoring and informed decision-making.
• Manage and maintain the internal audit plan, ensuring audits are scheduled, conducted and tracked to completion, keeping the division up to date with audit requirements and compliance obligations.
• Actively participate as a member of the internal audit team.
• Act as a designated Fire Marshal, supporting fire safety procedures, conducting routine checks and assisting with emergency evacuations to ensure a safe working environment.
• Act as a designated First Aider, providing immediate first aid assistance in the event of workplace injuries or medical emergencies, in accordance with company procedures and relevant training.
• Conduct regular office inspections to identify potential hazards, ensure compliance with health and safety procedures, and report findings and corrective actions to support a safe working environment.
• Ensure all office users receive appropriate inductions.
• Support the Facilities Manager in coordinating office maintenance activities.

QHSE Responsibilities

To have a general understanding of the areas of our QHSE Management System and OEG’s QHSE aims and objectives that are relevant to the role.

Comply with the requirements of OEG Energy Group Policies and the responsibilities within the wider QHSE Management System.

Promoting:

• a proactive health and safety culture focussed on the prevention of work‑related injury or ill health and continual improvement in our processes / performance.
• environmental sustainability and energy efficiency whilst minimising our environmental impacts and preventing pollution.
• a quality culture that brings values to our business, our customers and other interested parties ensuring quality issues and opportunities for improvement are identified and implemented.

Skills and Experience

• Previous experience in document control, document management or a similar administrative role, with responsibility for maintaining accurate and controlled records.
• Proficient in Microsoft Office and SharePoint, with experience maintaining document registers, managing electronic document libraries and ensuring accurate record keeping.
• Good understanding of document numbering, revision control, transmittals, status tracking and archiving procedures, or the ability to quickly develop knowledge and proficiency in these areas.
• Excellent written and verbal communication skills, with the ability to build positive working relationships and collaborate effectively with colleagues, project teams, clients and suppliers.
• Strong organisational skills and attention to detail, with the ability to prioritise workloads, manage multiple tasks effectively and consistently meet deadlines.
• Excellent written and verbal communication skills in English, with the ability to communicate clearly, accurately and professionally.

Qualifications

• Awareness of ISO 9001, ISO 14001 and ISO 45001 standards, including their requirements, implementation and auditing processes. Relevant training can be provided.
• Relevant Document Control qualification or certification is desirable; training can be provided.
• Internal Auditor training or certification is desirable; relevant training can be provided.

We are an equal opportunity employer committed to a fair and inclusive recruitment process for all applicants.