Document Controller

About WhiteCrow

We are global talent research, insight, and sourcing specialists with offices in the UK, USA, Singapore, Malaysia, Hong Kong, Dubai, and India. Our international reach has helped us to understand and penetrate specialist markets at a global level. In addition to this, our service is also extended to complement our client’s in-house talent acquisition teams.

About our client

Our client is a global specialty materials company committed to enhancing the quality of life through innovative products and solutions, prioritizing safety and sustainability. With a focus on key sectors such as transportation, building and construction, and consumables, it leverages cutting-edge technology platforms, fosters deep customer engagement, and drives differentiated application development to maintain its leading positions in these markets. As a globally inclusive and diverse company, they have employed approximately 14,000 people around the world and serves customers in more than 100 countries.

About the role

• This role supports project teams by controlling documentation for EPC projects—identifying, uploading and distributing engineering deliverables and maintaining electronic and hardcopy repositories with accurate indexing, revision control, metadata and access permissions.
• It operates EDMS (SharePoint, ProjectWise), manages the change control lifecycle (issue/revise/approve/distribute/archive) and reviews documents for completeness and contractual/QMS compliance.
• The role maintains traceability, transmittals and audit trails, prepares reports, supports technical reviews and handovers, follows up on pending reviews, and safeguards data integrity and confidentiality.
• Control all documentation activities: identify, upload and distribute engineering deliverables.

As a Document Controller, you will be responsible for...

• Maintaining electronic and hardcopy repositories with accurate indexing, revision control and retrieval.
• Operating and administering EDMS (SharePoint, ProjectWise, etc.): uploads, metadata, permissions and folder structures.
• Reviewing drawings, specifications, change orders, submittals and vendor documents for completeness, format and contractual/QMS compliance; resolve discrepancies.
• Managing the change control lifecycle: issue, revise, approve, distribute, archive and retire controlled copies.
• Ensuring documents are correctly dated, versioned and authorized prior to release.
• Maintaining traceability registers, revision histories, distribution lists, transmittals and audit trails.
• Preparing transmittals, distribution notices, status updates and ad?hoc project reports.
• Supporting technical reviews, coordination meetings and project closeout / handover documentation packs.
• Proactively following up on pending actions, approvals and overdue reviews.
• Developing and maintaining document procedures, metadata standards and templates; identifying and implementing improvements.
• Providing day to day support for document access, retrieval, formatting/numbering and stakeholder queries, while maintaining access controls, data integrity and compliance with internal/ISO/contractual requirements.

What you already have...

• Bachelor’s degree (any discipline) or equivalent.
• 2 to 6 years’ relevant document control experience, preferably in construction, engineering, manufacturing, oil & gas or EPC project environments.
• Experience supporting project QMS and contractual/client requirements is preferred.
• Software Proficiency: Strong with MS Office (Word, Excel).
• Experience with document management systems/EDMS such as Microsoft SharePoint, Bentley ProjectWise, DocuWare, or similar document control software. Familiarity with PDF tools and CAD/PDF handling.