Document Controller

Role Overview

Document Controller at Ghobash Group (GCG Engineering Services), supporting operations across the Oil & Gas, Water, Power, and Industrial sectors in the GCC region.

Company Overview

GCG Engineering Services is part of the Ghobash Group with over 40 years of experience delivering cutting-edge solutions and aftermarket support for precision instruments, metering systems, flow controls, heat exchangers, automation, and electrical and instrumentation bulk trading. The company is renowned for reliability and expertise, enhancing operational efficiency across the GCC region.

Role Purpose

The Document Controller establishes and maintains comprehensive document control systems for projects, ensuring accurate filing, storage, retrieval, and distribution of documentation in both physical and electronic formats while managing administrative support, stakeholder communication, and Letters of Authorization processes.

Key Responsibilities

Document Control & Management

• Establish and maintain an effective document control system for the project.
• Receive, log, and distribute incoming project documentation in a timely manner.
• Ensure accurate filing, storage, and retrieval of documents, both in physical and electronic formats.
• Implement and enforce document control procedures to maintain consistency and compliance.
• Conduct regular audits to verify the accuracy and completeness of project documentation.
• Serve as a point of contact for document-related inquiries and revisions.
• Collaborate with project teams to address and rectify any document control issues.

Administrative Support

• Provide administrative assistance to the project management team.
• Coordinate meetings, prepare agendas, and document minutes.
• Manage travel arrangements, accommodations, and itineraries for project personnel.
• Assist in the preparation and formatting of reports, presentations, and project documentation.

Stakeholder Communication

• Facilitate effective communication between project team members and external stakeholders.
• Ensure timely distribution of project-related information and updates.
• Work closely with various departments to collect and compile project information.
• Coordinate with vendors, subcontractors, and other external parties to gather and manage project documents.

Letters of Authorization (LOA)

• Maintain regular communication with clients to understand project needs related to Letters of Authorization.
• Address client inquiries and provide timely updates on LOA status and renewal processes.
• Collaborate with the client to gather necessary information for LOA submission.
• Prepare and submit LOA applications in accordance with project specifications.
• Ensure compliance with client-specific procedures and requirements during the LOA acquisition process.
• Proactively monitor LOA expiration dates and initiate timely renewal processes.
• Coordinate with clients for any additional documentation or information required for the renewal.
• Follow up on LOA renewal submissions and ensure timely approval.

Qualifications & Experience

• Bachelor's degree.
• Proven experience in document control within the oil and gas industry.
• Familiarity with industry-specific standards and regulations.

Skills & Competencies

• Proficient in document management software and Microsoft Office Suite.
• Proficient in the use of Aconex, an Oracle cloud-based project management and collaboration platform.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and a commitment to maintaining confidentiality.