Document Controller (UPS (Oil & Gas)

ASTIKA SOFTWARE TECHNOLOGIES PRIVATE LIMITED; Hyderabad; On-site; INR 350,000 - 550,000; Full time

Job summary

ASTIKA SOFTWARE TECHNOLOGIES PRIVATE LIMITED is seeking a documentation champion to manage UPS project files for Oil & Gas clients. You will ensure accurate document flow, compliance, and timely submissions to support project execution.

Responsibilities include handling calculations, drawings, ITPs, manuals, and vendor docs; controlling numbering, archiving, and retrieval; and coordinating with PM, Engineering, QA/QC, and site teams for readiness.

Qualifications

• Diploma or degree in administration or related discipline.
• 3-4 years experience as Document Controller in Oil & Gas projects; UPS/electrical project experience preferred.
• Strong knowledge of document control systems and EPC workflows.
• Proficiency in MS Office; experience with EDMS systems (Aconex, Documentum, SharePoint) is an advantage.
• Attention to detail and strong organizational skills.
• Good communication and coordination abilities.

Responsibilities

• Maintain and update project documentation including calculations, drawings, datasheets, ITPs, manuals, FAT reports, vendor documents and any other project documents.
• Control document numbering, filing, sorting, archiving, and retrieval.
• Prepare and submit documents through client document control portals; track submission status and revisions.
• Coordinate with Project Management, Engineering, QA/QC, factory and site teams for document readiness.
• Manage revision control and ensure latest approved documents are accessible.
• Prepare MDR and final dossier, and support audits with required documentation.

Skills

Document control

MS Office

EDMS

Attention to detail

Coordination & communication

Education

Diploma or degree in administration or engineering

Tools

Aconex

Documentum

SharePoint

Job description

Position Overview

The Document Controller is responsible for managing, controlling, and maintaining all project documentation related to UPS systems supplied to Oil & Gas clients. The role ensures accurate documentation flow, compliance with client requirements, and timely submissions to support smooth project execution.

Document Management

• Maintain and update project documentation including calculations, drawings, datasheets, ITPs, manuals, FAT reports, vendor documents and any other project documents.


• Control document numbering, filing, sorting, archiving, and retrieval.


• Ensure all documents follow project and client requirements, international standards and best engineering practices

Submission & Tracking

• Prepare and submit documents through client document control portals.


• Track submission status, review cycles, and comments until approval.


• Maintain logs for transmittals, review comments, and revisions.

Coordination & Communication

• Coordinate with Project Management, Engineering, QA/QC, factory, and site teams for document readiness.


• Ensure timely responses to RFIs, TQs, SDRs, and other documentation-related requests.


• Support clients, consultants, and EPC contractors with required document delivery.

Version & Revision Control

• Ensure the latest approved documents are always updated and accessible.


• Manage revision control and supersede outdated versions.


• Verify accuracy and completeness of documents before submission.

Compliance & Audit Support

• Ensure adherence to document management procedures and project specifications.


• Support internal and external audits by providing required documentation.


• Maintain documentation for FAT, dispatch, commissioning, and final handover.

Final Documentation / MDR

• Prepare Manufacturing Data Records (MDR) and as-built documentation.


• Coordinate collection of final documents from all suppliers and departments.


• Ensure timely submission of final dossier to the client.

Skills & Qualifications

• Diploma or degree in administration, engineering, or related discipline.


• 3-4 years experience as Document Controller in Oil & Gas projects; UPS/electrical project experience preferred.


• Strong knowledge of document control systems and EPC documentation workflows.


• Proficiency in MS Office; experience with EDMS systems (Aconex, Documentum, SharePoint) is an advantage.


• Attention to detail and strong organizational skills.


• Good communication and coordination abilities.

Competencies

• Structured and disciplined working style


• High accuracy and attention to detail


• Strong follow-up and tracking ability


• Team collaboration


• Customer-oriented mindset