Document Controller – Automation Projects

Swan Global Holdings Group; Doha; On-site; QAR 90,000 - 130,000; Full time

Benefits offered by this job

Document Control training

EDMS/CDE certification

Job summary

Swan Global Holdings Group seeks a Document Controller – Automation Projects in Doha to implement and maintain project document-control procedures, numbering systems, and approval workflows for multiple automation packages.

You will manage registers, transmittals, logs, and handover dossiers; coordinate reviews with PMs, engineers, customers, and suppliers; support FAT/SAT docs, site mobilization, and project closeout.

Qualifications

• Bachelor’s degree or diploma in a related discipline.
• Minimum 4 years of document control experience in engineering, construction, infrastructure, utilities, energy, Oil & Gas, or industrial automation projects.
• Experience supporting EPC, system integration, or multidisciplinary projects from engineering through testing, site execution, and handover.
• Hands-on experience with Oracle Aconex or equivalent EDMS/CDE.
• Familiarity with Autodesk Construction Cloud, Autodesk Docs, Asite, Procore, SharePoint, or similar platforms.
• Strong knowledge of document registration, revision control, transmittals, approval workflows, document registers, and audit trails.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, PowerPoint, and Teams.
• Knowledge of ISO 9001 documentation principles is preferred.
• Qatar project experience and a valid Qatar ID are preferred.
• Willingness to support office, customer, FAT, and site activities as required.

Responsibilities

• Implement and maintain project document-control procedures, numbering systems, filing structures, distribution matrices, and approval workflows.
• Register, review, distribute, and track technical documents, drawings, specifications, reports, correspondence, and contractual records.
• Maintain document registers, transmittal logs, submittal trackers, RFI/NCR logs, comment-resolution records, and handover dossiers.
• Monitor document revisions and approval statuses, ensuring teams use the latest approved documents.
• Coordinate document reviews and approvals with project managers, engineers, customers, consultants, contractors, and suppliers.
• Prepare formal submissions and transmittals, follow up on pending approvals, and ensure timely resubmission and closure of comments.
• Support project coordination activities, including meeting schedules, minutes, action trackers, progress updates, and weekly/monthly reports.
• Track deliverables and deadlines across multiple automation work packages, highlighting delays, dependencies, and approval bottlenecks.
• Support FAT/SAT documentation, site mobilization, training records, punch lists, as-built drawings, O&M manuals, and project handover.
• Coordinate automation project documentation, including system architecture drawings, panel drawings, I/O lists, control narratives, cybersecurity documents, test procedures, and commissioning records.
• Maintain document confidentiality, data integrity, traceability, and audit readiness.
• Support project managers with day-to-day coordination and document-control activities from project initiation through final closeout.

Skills

Coordination

Communication

Organizational skills

Time management

Follow-up

Education

Bachelor’s Degree or Diploma in related discipline

Tools

Oracle Aconex

Autodesk Construction Cloud

Autodesk Docs

Asite

Procore

SharePoint

Adobe Acrobat

Job description

Document Controller – Automation Projects

Key Responsibilities

• Implement and maintain project document-control procedures, numbering systems, filing structures, distribution matrices, and approval workflows.
• Register, review, distribute, and track technical documents, drawings, specifications, reports, correspondence, and contractual records.
• Maintain document registers, transmittal logs, submittal trackers, RFI/NCR logs, comment-resolution records, and handover dossiers.
• Monitor document revisions and approval statuses, ensuring teams use the latest approved documents.
• Coordinate document reviews and approvals with project managers, engineers, customers, consultants, contractors, and suppliers.
• Prepare formal submissions and transmittals, follow up on pending approvals, and ensure timely resubmission and closure of comments.
• Support project coordination activities, including meeting schedules, minutes, action trackers, progress updates, and weekly/monthly reports.
• Track deliverables and deadlines across multiple automation work packages, highlighting delays, dependencies, and approval bottlenecks.
• Support FAT/SAT documentation, site mobilization, training records, punch lists, as-built drawings, O&M manuals, and project handover.
• Coordinate automation project documentation, including system architecture drawings, panel drawings, I/O lists, control narratives, cybersecurity documents, test procedures, and commissioning records.
• Maintain document confidentiality, data integrity, traceability, and audit readiness.
• Support project managers with day-to-day coordination and document-control activities from project initiation through final closeout.

Requirements

• Bachelor’s Degree or Diploma in Business Administration, Engineering, Computer Applications, Information Management, or a related discipline.
• Minimum 4 years of relevant Document Control experience in engineering, construction, infrastructure, utilities, energy, Oil & Gas, or industrial automation projects.
• Experience supporting EPC, system integration, or multidisciplinary projects from engineering through testing, site execution, and handover.
• Hands-on experience with Oracle Aconex or equivalent document management systems (EDMS/CDE).
• Familiarity with Autodesk Construction Cloud, Autodesk Docs, Asite, Procore, SharePoint, or similar platforms.
• Strong knowledge of document registration, revision control, transmittals, approval workflows, document registers, and audit trails.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, PowerPoint, and Teams.
• Experience handling PDFs using Adobe Acrobat or equivalent tools.
• Strong coordination, communication, organization, follow-up, and time-management skills.
• Ability to manage multiple priorities, maintain accurate records, and handle confidential project information.
• Knowledge of ISO 9001 documentation principles is preferred.
• Qatar project experience and a valid Qatar ID are preferred.
• Willingness to support office, customer, FAT, and site activities as required.

Preferred Certifications

• Document Control or Records Management training.
• Oracle Aconex or equivalent EDMS/CDE certification.
• ISO 9001, Project Coordination, or Project Management training.
• Advanced Microsoft Excel and reporting skills.