Senior Document Controller

Sword Group; Aberdeen City; Hybrid; GBP 42,000 - 65,000; Full time

Benefits offered by this job

Personalised Career Development

Flexible working

Generous benefits package

Job summary

Sword Group is seeking a Senior Document Controller to lead the document control for asset operations and engineering activities in a structured, compliant environment.

You will oversee lifecycle management of technical docs, coordinate reviews, and ensure accuracy, traceability and alignment with standards across SharePoint/OpenText and PIMs 360.

Qualifications

• Experience controlling engineering documents within an energy or similar complex technical setting.
• Familiar with EDMS systems and document numbering, revision control and metadata.
• Ability to manage workflows with internal teams and third‑party suppliers.
• Strong attention to detail and structured, methodical approach.
• Excellent communication and stakeholder management skills.

Responsibilities

• Act as Document Control focal point for asset operations and engineering, overseeing documentation and deliverables.
• Manage technical docs throughout lifecycle: review, approve, as‑built and close‑out.
• Coordinate asset document review workflows through required stages.
• Handle docs from third‑party suppliers meeting control requirements and standards.
• Perform quality checks across SharePoint, OpenText and PIMs 360; resolve discrepancies.
• Assign and manage document and drawing numbering requests.
• Control distribution and issue of asset documentation to teams and stakeholders.
• Coordinate asset drawing mark‑ups; ensure changes are captured and controlled.
• Maintain document registers, metadata, revision histories and audit trails.
• Support ongoing lifecycle management of operational and engineering docs.
• Provide guidance and training on document review workflows and systems.
• Assist system administration to maintain data quality and process adherence.
• Collaborate with engineering and operations to resolve control issues.
• Identify opportunities to improve document control processes and quality.

Skills

Document Control

EDMS

Stakeholder Mgmt

Attention to Detail

Engineering Docs

Tools

PIMs 360

SharePoint

OpenText

SDx

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 them achieve their goals.

About the role:

Working as part of an established document control function, you will act as a key Document Control focal point for asset operations and engineering activities, taking responsibility for the effective control, coordination and lifecycle management of technical and engineering documentation.

This is a hands‑on role suited to an experienced Document Controller who understands the demands of an operational engineering environment and is confident managing documentation through review, approval, as‑built and close‑out stages.

You will work closely with engineering teams, internal stakeholders and third‑party suppliers, ensuring documentation is accurate, compliant, traceable and managed in accordance with agreed processes and standards.

As the Senior Document Controller, you will:

• Act as a Document Control focal point for asset operations and engineering activities, overseeing the control and coordination of asset documentation and deliverables.
• Manage technical and engineering documentation throughout its lifecycle, including review, approval, as‑built and close‑out activities.
• Coordinate asset document review workflows, ensuring documentation progresses through the required review and approval stages.
• Manage documentation received from third‑party suppliers, ensuring it meets agreed document control requirements and standards.
• Carry out document compliance and quality checks across SharePoint/OpenText and PIMs 360, identifying and resolving discrepancies where required.
• Assign, coordinate and manage document and drawing numbering requests.
• Control the distribution and issue of asset documentation to internal teams and relevant third‑party stakeholders.
• Coordinate and manage asset drawing mark‑ups, ensuring changes are appropriately captured and controlled.
• Maintain accurate document registers, metadata, revision histories and audit trails.
• Support the ongoing lifecycle management of operational and engineering documentation.
• Provide guidance, support and training to users on document review workflows, systems and document management processes.
• Support system administration activities, helping to maintain system integrity, data quality and adherence to agreed processes.
• Work proactively with engineering and operational stakeholders to resolve document control issues and maintain effective information flows.
• Identify opportunities to improve document control processes, quality and consistency.

• Strong experience in Document Control within energy, oil & gas, engineering or a similarly complex technical environment.
• Good working knowledge of Electronic Document Management Systems (EDMS), with experience of PIMs 360, SDx or comparable systems advantageous.
• Good understanding of engineering and design documentation, including technical documents and drawings.
• Experience managing engineering documentation through review, approval, revision, as‑built and close‑out processes.
• Experience coordinating document review workflows and working with engineering teams and third‑party suppliers.
• Understanding of document numbering, revision control, metadata and document management best practice.
• Experience carrying out document quality and compliance checks across document management systems.
• Strong attention to detail with a structured, methodical and organised approach.
• Excellent communication and stakeholder management skills.
• Proactive and self‑motivated, with the ability to take ownership, work independently and use initiative.

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. In addition to a Competitive Salary, 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, an employee assistance programme, discounted cash plan and more…..

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. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, highlight your transferable skills and experience. 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.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.

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