Document Controller Full Time

Job Summary

Supporting the QA/QC and Operations teams by managing and organizing documentation related to API standards and work orders. Ensures efficient workflow, compliance with industry regulations, and accurate record-keeping to help deliver high-quality projects on time.




Key Tasks And Responsibilities

Main task should prepare the final documentation for each equipment against the product which includes the below.

• Prepare the Certificate of conformity, Certificate of compliance etc.
• Assist to prepare the equipment service report whenever necessary.
• Create, provide documentation number against each document on the DMS system.
• Assist to download the engineering documents which related to the workshop activities as per quality & operation teams instructions.
• Checking documents and drawings before sending to external parties.
• Provide documents progress reports.
• Create templates / formats for future use whenever required.
• Conduct regular reviews and document audits.
• Register and distribute all incoming and outgoing technical documentation to and from Client/Suppliers/Third Parties according to procedures.
• Create workflows for internal and external comments on technical documentation.
• Check document and drawings, OEM procedures before sending to external parties.
• Assist to Quality / operation teams for the day-to-day actives whenever required.
• Assist the quality team for the final inspection, equipment name tag photographs etc.
• Assist on document control related to internal & and External audit period.
• Verify the physical traceability, File documents in physical, Scan the hard copies, upload all project related documents on the DMS system (Data management system).
• Participate in Project and Kick Off Meetings
• Act as point of contact towards Customer in matters related to documentation deliverables within the project.
• Undertake planning, coordination, support, follow-up and quality control related input from all team members.
• Contribute in developing routines and improvements
• Maintain NCR Record Internal/External.
• Maintain KPI Record Internal/External.

Authorities & Accountabilities

As a Document Controller in the oil and gas equipment repair industry, the role carries several key authorities & accountability to ensure efficient document management and compliance. These authorities include:

The Document Controller has the authority to establish, implement, and maintain the document control system, ensuring that all documentation is properly organized, filed, and archived according to company procedures and API standards. The Document Controller has the authority to liaise directly with QA/QC and Operations teams to ensure timely submission, review, and approval of all necessary documentation, including technical reports, inspection certificates, and work orders. The Document Controller is responsible for archiving, retrieving, and managing document retention schedules to ensure that all project and API-related documentation is kept according to regulatory timelines and company policies. If there are issues with document accuracy, compliance, or discrepancies in version control, the Document Controller has the authority to flag non-conformities and request corrective actions from the respective teams.

The Document Controller is accountable for overseeing the document review, approval, and distribution processes. This includes ensuring that the correct versions of documents are circulated and used by the appropriate personnel. accountable for providing documentation during internal or external audits and ensuring all requested documents are accurate, up-to-date, and readily available for review. Accountable for ensuring that all documentation processes are completed within project timelines. Delays in documentation submission or approval must be minimized to support the timely delivery of projects. Ensures that all documents are retained, archived, or disposed of in accordance with company policies and legal/regulatory requirements. This includes managing document retention schedules and ensuring adherence to document retention laws.

Behavioral Skills/Competencies Required

• Good relationship with all workshop Employees and Superiors
• Good relationship with Client, Supplier & NOV global team members
• Knowledge in Inspection, Measuring Instrument, Good Computer knowledge in Microsoft suite.
• Good English communication skills & Preparation of inspection reports and final Data book

Educational Qualification & Experience Required

• Diploma or equivalent technical qualification with relevant content (relevant experience may be an alternative to required educational background).
• Minimum 3 to 5 years document control experience
• Good Decision-making skills
• Preparation of QA/QC Reports to management
• Thorough knowledge in MS Excel, word, Visio, and Power point presentation.