Document Controller (Fixed Term Contract)

Maritime Developments Limited; Aberdeen City; On-site; GBP 26,000 - 34,000; Full time

Job summary

Maritime Developments Limited is hiring a Document Controller for its Global Project Delivery team. The 9–12 month fixed term role is based primarily in our Aberdeen office.

You will manage project documentation, control versions, support client submissions, and assist audits to protect MDL’s contractual interests and deliverables.

Qualifications

• Strong organisational and communication skills required.
• Experience with document control systems and audits.
• Familiarity with procurement and project coordination processes.
• Proficiency in MS Word, Excel, Outlook expected.
• Ability to manage multiple documents and deadlines.

Responsibilities

• Maintain the project document control system and logs.
• Coordinate submission of documents to clients and stakeholders.
• Ensure version control, traceability and audit readiness.
• Produce status reports on document workflows and approvals.
• Support project close-out with final document packages.

Skills

Organisational skills

Communication skills

Microsoft Office proficiency

Document control systems

Procurement knowledge

Project coordination

Tools

Microsoft Office

Job description

Do you want to be a part of a forward thinking team, challenging how things are done today to find improved solutions for tomorrow? Are you energetic and driven, with real hunger to progress?

The MDL brand is centred on a unique personality that shapes us in the development of our team and guides us on how we select who should be part of it. We live Ingenious Instinct by always being open minded to ideas, whatever they are and whomever they come from. We encourage creativity and problem solving, we challenge our team, our processes and our offering to customers, and we celebrate our successes.

We are hiring a Document Controller to join our Global Project Delivery team.

This is a fixed term contract role for 9 - 12 months and it is based primarily in our Aberdeen office.

About the Role

As a Document Controller at MDL, you are accountable for ensuring that all project documentation — both internal and client-facing — is organised, traceable, compliant, and easily accessible throughout the project lifecycle.

You play a critical role within the Project Controls Function, underpinning the successful delivery of projects by maintaining the integrity of document management processes, facilitating formal communication between MDL and its clients, and supporting efficient decision-making through structured information flow.

You are line managed by the Senior Document Controller for professional development, procedural governance, and standardisation. Day-to-day workflow is driven by the requirements of Project Management Office, and the needs of live project delivery.

Your success is measured by the quality, responsiveness, and auditability of document control across Global Projects, protecting MDL’s operational and contractual interests.

Responsibilities & Accountabilities

1.Document Management & Control

• Maintain and administer the project document control system, ensuring all documents are logged, filed, and traceable.
• Control the receipt, tracking, revision, distribution, and archiving of project documents and correspondence.
• Ensure the latest approved versions of project documents are accessible to all relevant stakeholders.

2. Client Document Submissions

• Manage the preparation, review, and formal submission of documents to clients, ensuring compliance with contractual requirements.
• Track client approvals, comments, and revisions, updating internal records accordingly.

3. Compliance & Audit Readiness

• Ensure all document control practices adhere to MDL procedures, client contract requirements, and industry best practices.
• Support internal and external audits by providing accurate document records, logs, and histories.
• Maintain confidentiality and integrity of sensitive project information.

4.Reporting & Status Updates

• Produce regular reports on document status, outstanding actions, and approval cycles.
• Highlight document delays or risks that may impact project delivery or invoicing milestones.
• Support project close-out by preparing as-built documentation packages.

5. Support to Project and Functional Teams

• Act as a central point for document queries, retrieval, and distribution across all project stakeholders.
• Collaborate with Procurement, Cost Control, Technical and Operations to maintain document consistency.

Key Performance Indicators (KPI)

Quantitative

• % of document submissions made on time vs project schedules
• % of client comments or approvals managed within contractual timeframes
• Document retrieval time (average time to locate and supply requested document)

Qualitative

• PM and internal team satisfaction with document control service
• Client feedback on submission quality and responsiveness (where applicable)
• Audit feedback on document control systems and practices
• Accuracy and clarity of document tracking reports

Accountabilities

• Maintain an accurate and up‑to‑date document control system across all assigned projects.
• Ensure timely and compliant submission of all project deliverables to clients and internal stakeholders.
• Maintain full version control, traceability, and auditability of all project documentation, including Master Document Registers (MDRs).
• Escalate document management risks, gaps, or compliance issues proactively.
• Support project close-out with the preparation of final document and data deliverables.
• Protect the professional presentation and traceability of MDL’s project records and client communications.
• To follow the process of continuous improvement and to demonstrate a continuous improvement approach towards all processes, products and tasks within their role, to maintain and report key performance indicators, and to act as required to ensure agreed performance standards and expectations are achieved or excelled.
• To show commitment to HSEQ and to set good personal examples on HSEQ issues within their area of operation and influence. Required to report all accidents and near misses to their line manager, and to always lead by example and set high standards in all aspects of their role.
• To actively participate in all aspects of HSEQ awareness, education, training and communication. Accountable for stopping a job if perceived that it is not safe to progress for personnel or the equipment/ product, or if not adhering to MDL standards or procedures.
• To encourage the team to challenge internal and external processes, procedures and methodologies to improve the MDL offering.
• To actively encourage innovation within the team, driving ideas form back-deck operations through the organisation.
• To maintain good relationships with clients and other stakeholders as well as to act as an MDL ambassador at all times.

6. Qualifications

• Experience in Business Administration, Project Administration, Supply Chain, or a related field
• Familiarity with document control systems, client submission portals, and audit requirements
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and document control systems
• Familiarity with procurement processes and project coordination requirements
• Strong organisational and communication skills

At Maritime Developments, we believe that diversity drives innovation and success. We are committed to creating an inclusive environment where all employees feel valued and supported. We are an equal opportunity employer and encourage applications from individuals of all backgrounds, experiences, and abilities.