Document Controller

Dixstone; Hoofddorp; On-site; EUR 45,000 - 60,000; Full time

Job summary

Dixstone in Hoofddorp, Netherlands, seeks a Document Controller to manage all technical and administrative construction documents. You will ensure drawings, reports, permits and correspondence are recorded, updated, and distributed to the team in a timely and accurate manner.

You will implement and maintain a document management system (SharePoint, Aconex, EDMS) and ensure compliance with company standards and regulatory requirements.

Qualifications

• Bachelor’s degree in Business Administration, Engineering, or a related field (preferred).
• Relevant certifications in document control (e.g., Certified Document Controller) are a plus.
• Previous experience in document control, project administration, or a similar role in oil & gas or marine, offshore industries.

Responsibilities

• Maintain an effective document management system across offshore, onshore, and SharePoint.
• Ensure documents, drawings, records and certificates are filed, updated, and maintained per standards.
• Review and approve new/changed documents and circulate to required personnel.
• Track, record, and manage all incoming/outgoing communications and project information.
• Manage document numbering, revision control, archiving, and retention periods.
• Prepare, issue, and log document transmission to and from clients and third parties.
• Support Department Head and Project Engineer/Manager in preparing project documentation and status updates.
• Assist audits by retrieving requested documentation and showing compliance.
• Contribute to continuous improvement of the document management system and provide training on DC tools.

Skills

Attention to detail

Time management

Communication

Teamwork

Education

Bachelor’s degree in Business Administration, Engineering, or related field

Tools

SharePoint

Aconex

EDMS

Job description

The Document Controller is responsible for managing, organizing, and maintaining all technical and administrative documents related to construction business unit. This role ensures that all drawings, reports, permits, and correspondence are properly recorded, updated, and distributed to relevant team members in a timely and accurate manner.

Key Responsibilities

• Responsible for maintaining an effective corporate document management system, ensuring valid documents are available at all relevant locations (offshore, onshore & SharePoint).
• Ensure, in close cooperation with Department Head, Rig Manager, and Project Engineer/Manager, that all documents, drawings, records, and certificates are filed, updated, and maintained according to company standards and regulatory requirements.
• Ensure new and changed documents are reviewed and approved by authorized personnel, circulated to required personnel, and that obsolete documents are removed.
• Track, record, and manage all incoming and outgoing communication, documents, and project-related information to maintain traceability and document integrity.
• Manage document numbering, coding, revision control, archiving, and retention periods in line with Company / BU document control procedures and legal requirements.
• Prepare, issue, and log document transmission to and from client, contractors, and third parties.
• Assist Department Head and Project Engineer/Manager in preparing and compiling project documentation, reports, and submissions, and provide regular updates to Engineering and Management on document control activities and status.
• Support internal and external audit by retrieving requested documentation and demonstrating document control compliance.
• Contribute to the continuous improvement of the company’s document management system, processes, and related procedures.
• Provide training for document control and archiving, including familiarization with the DC platform/software.

Attitude, Skills & Knowledge

• Acts in alignment with the Company’s core values, HSE Principles, Compliance Program, and ESG objectives, consistently demonstrating responsible, ethical behavior and compliance with applicable policies and laws.
• Takes ownership of health, safety, and welfare of self and others; willing to perform assigned tasks and roles with a positive, solution-oriented approach.
• Strong proficiency in document control systems (e.g., SharePoint, Aconex, EDMS) and Microsoft Office Suite, with high attention to detail for accurate document handling and filing.
• Excellent organizational, time management, communication, problem-solving, and critical thinking skills; ability to prioritize in a fast-paced, deadline-driven environment and work independently or in a team; professional English mandatory.
• Familiarity with marine, offshore or industrial projects and technical documentation, including document management processes (registration, version control, review/approval workflows, archiving), industry standards and regulatory compliance (ISO), data privacy laws, and offshore/onshore documentation requirements.

Qualifications & Certifications

• Bachelor’s degree in Business Administration, Engineering, or a related field (preferred).
• Relevant certifications in document control (e.g., Certified Document Controller) are a plus.
• Previous experience in document control, project administration, or a similar role in the oil & gas or marine, offshore industry.