Senior Document Controller

Sword Services Greece S.A.; Aberdeen City; Hybrid; GBP 42,000 - 56,000; Full time

Benefits offered by this job

Personal development

Flexible working

Pension scheme

Job summary

Sword is seeking a Senior Document Controller to ensure engineering documentation, data and asset information are accurately managed across the asset lifecycle.

Working closely with Engineering, Operations and external contractors, you will oversee EDMS, MDRs and document workflows, supporting compliance and operational efficiency in a complex engineering environment.

Qualifications

• Proven experience in senior document control or engineering information management.
• Experience in oil & gas, energy, or industrial environments.
• Strong knowledge of document numbering, revision control and metadata management.
• Experience with EDMS platforms and managing document review and approval workflows.
• Excellent communication and stakeholder management.

Responsibilities

• Manage the receipt, registration, distribution, review, approval and archiving of engineering documentation.
• Maintain Master Document Registers (MDRs), ensuring accurate document numbering and metadata control.
• Administer Electronic Document Management Systems (EDMS) including user access and workflows.
• Maintain Master Tag Registers, aligning equipment data with drawings and systems.
• Support Management of Change (MOC) processes and track modifications to docs and assets.
• Coordinate engineering drawing updates, red-line mark-ups and as-built documentation.
• Act as a key contact for contractors and vendors to ensure compliance.
• Perform quality checks and audits of engineering documentation and data.

Skills

Senior Document Control

Engineering information management

EDMS administration

Documents auditing

Stakeholder management

Attention to detail

Multidisciplinary coordination

Tools

Omega PIMS

ProArc

Assai

SAP

SafeEx

Job description

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

About the role:

As a Senior Document Controller, you will play a key role in ensuring engineering documentation, technical data and asset information are accurately managed, maintained and accessible throughout the asset lifecycle.

Working closely with Engineering, Operations, Projects and external contractors, you will combine document control expertise with engineering information management, supporting the quality, consistency and compliance of technical records across multiple systems.

This is an opportunity to contribute to the ongoing improvement of engineering information processes, supporting operational efficiency, asset integrity and effective information management across a complex engineering environment.

As a Senior Document Controller, you will:

• Manage the receipt, registration, distribution, review, approval and archiving of engineering documentation.

• Maintain Master Document Registers (MDRs), ensuring accurate document numbering, revision control and metadata management.

• Administer Electronic Document Management Systems (EDMS), including user access, permissions and document workflows.

• Maintain and improve engineering Master Tag Registers, ensuring consistency between equipment data, drawings and operational systems.

• Support Management of Change (MOC) processes, tracking modifications to engineering documentation, equipment tags and asset information.

• Coordinate engineering drawing updates, red-line mark-ups and as-built documentation to ensure records reflect current asset configurations.

• Act as a key point of contact for contractors and vendors, ensuring compliance with document control and information management requirements.

• Perform quality checks and audits of engineering documentation, contractor deliverables and associated technical data.

• Support project closeout activities, including final documentation reviews, handover and archiving.

• Provide system support and training to engineering teams, project personnel and contractors.

• Produce reports and monitor KPIs relating to document status, outstanding deliverables and engineering data quality.

• Identify opportunities to improve document control processes, information governance and engineering data management practices.

• Proven experience in a senior document control, engineering information management or engineering data management role.

• Previous experience within oil and gas, energy, engineering or industrial environments.

• Strong working knowledge of engineering documentation, technical drawings and document control processes.

• Experience administering EDMS platforms and managing document review and approval workflows.

• Good understanding of document numbering, revision control, metadata management and information governance.

• Experience coordinating engineering documentation with multidisciplinary teams, contractors and vendors.

• Strong attention to detail, with the ability to maintain accurate, consistent and compliant engineering records.

• Excellent communication, organisation and stakeholder management skills.

• Ability to manage competing priorities and work effectively across operational and project environments.

Desirable experience:

• Experience with Omega PIMS, ProArc, Assai or similar engineering document management systems.
• Knowledge of engineering Master Tag Registers, equipment data and asset information management.
• Familiarity with SAP, SafeEx or other operational information systems.
• Understanding of Management of Change (MOC) processes and engineering as-built documentation.
• Experience supporting digital twin initiatives or engineering information improvement projects.
• Knowledge of records management, information governance and regulatory compliance requirements.

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. Here’s what you can expect as part of our benefits package:

• Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.
• Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can.
• A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes.

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.