Document Controller [Engineering] at Ghobash Group

Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates -

Full Time

Start Date

Immediate

Expiry Date

23 Mar, 26

Salary

0.0

Posted On

23 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Document Control, Engineering, EPC Projects, ADNOC Documentation, Revision Control, Quality Control, Vendor Management, Document Management Systems, Communication, Attention to Detail, Project Management, Data Management, Change Management, Technical Documentation, Coordination, Compliance

Industry

Investment Management

Description

Company Description Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services. Job Description Role Purpose To manage, control, track, and maintain all engineering and project documentation for ADNOC Offshore projects, ensuring compliance with ADNOC document control procedures, project specifications, and quality requirements. The role supports engineering, procurement, construction, and commissioning teams by ensuring accurate, timely, and controlled document flow throughout the project lifecycle. Document Control Leadership (Owner’s Engineer Function) Act as the primary authority for document management across the EPC package, ensuring: Full compliance with ADNOC Document Control Procedure, COPs, and numbering standards Strict governance of transmittals, revisions, metadata, and approval workflows Timely and accurate management of all engineering and vendor documentation Provide leadership and support to EPC, PMC, OEMs, and OE team members. Establish & Manage Document Control System Lead setup and administration of the project DMS: Create folder structures aligned with ADNOC Work Breakdown & Document Code Configure workflows, access permissions, and revision control rules Maintain Master Document Register (MDR) for OE & EPC documents Maintain Vendor Document Register (VDR) for compressor/dryer/receiver OEMs Ensure metadata accuracy (Doc No., Title, Rev, Discipline, Status, Originator, etc.) Ensure all departments follow the established DMS structure. ADNOC Numbering System (Full Compliance Oversight) Enforce ADNOC numbering formats for all documents and drawings Validate each EPC submission before acceptance Maintain mapping sheets between EPC/OEM numbering and ADNOC codes Ensure consistent tag numbering linkage (P&ID tags vs instrument index vs loop folders, etc.) Act as the gatekeeper for numbering compliance. Management of All Incoming & Outgoing Transmittals Review, validate, and log all incoming EPC/OEM transmittals Issue outgoing transmittals to ADNOC/PMC as per workflow Verify completeness: cover sheets, indexes, revision notes, distribution matrix Track comments, approvals, and pending submissions Ensure every transmittal meets ADNOC submission rules. Document & Drawing Review Workflow Coordination Coordinate internal review cycles between OE disciplines Manage workflows for comments, consolidation, and approvals Track overdue actions and overdue comments Maintain accountability on EPC for submission deadlines Ensure correct representation of status codes (A, B, C, 0, 1, 2, S, etc.) Provide daily/weekly review dashboards to OE Engineering Manager. Vendor Documentation Control (Packages – Compressors / Dryers / Receivers) Manage documentation from all OEMs: Compressor OEM (e.g., Atlas Copco, IR) Dryer OEM Receiver fabricators Instrumentation panels, MCC vendors, etc. Responsibilities: Create VDR logs & submission schedules Track FAT reports, ITPs, data sheets, wiring diagrams, GA drawings Ensure vendor documents are integrated with EPC deliverables Maintain cross-references between vendor tags & EPC drawings Interface Management (EPC / OEM / ADNOC / PMC) Act as the document control focal point for: EPC Document Control Team ADNOC Document Controllers PMC/TPA representatives OEM Document Controllers Internal OE Engineering Disciplines Ensure all communication is logged, traceable, and auditable. Revision Control & Change Management Maintain accurate revision history for all documents and drawings Ensure correct application of revision codes (Rev 0/1/2, A/B/C, AFC) Implement change control procedures and track resubmissions Maintain “superseded” and “voided” document logs Support engineering change notices (ECNs) and field change notices (FCNs). Ensure Deliverable Compliance with Contract Requirements Track EPC progress against MDR/VDR deliverable dates Report missing, delayed, or non-compliant documents Maintain discipline-wise summary of deliverable status Highlight critical path documentation delays impacting engineering, procurement, or construction Provide weekly DCC summary reports to the OE Engineering Manager Quality Control, Archiving & Handover Perform QA review of document formatting, signatures, approvals, and metadata Ensure proper archiving of superseded files Manage project close-out documentation Validate accuracy and completeness of “As-Built Documentation” packages: As-built drawings Red-line markups Final data books Test records OEM final documents Ensure compliance with ADNOC handover and RFSU documentation requirements. Reporting & Dashboards Prepare structured reporting: Weekly Transmittal Summary Weekly MDR/VDR Status Report Overdue Action Report Engineering Deliverable Status Tracking Vendor Document Status Reports Document Turnaround Time Reports Provide clear visibility for management and ADNOC stakeholders Qualifications Qualifications Diploma or Bachelor’s Degree (Engineering is desired) ADNOC Offshore project experience preferred Certification in Document Control / Records Management preferred Experience Minimum 5–10 years’ experience as Engineering Document Controller in Oil & Gas projects Offshore project experience with ADNOC preferred Proven experience in EPC projects, including engineering, construction, and commissioning phases Strong exposure to ADNOC documentation workflows and approval cycles Additional Information Technical Skills Strong understanding of engineering document lifecycle and revision control Knowledge of ADNOC Offshore document requirements and project procedures Ability to manage large volumes of technical documents accurately Strong coordination skills with multi-discipline engineering teams High attention to detail and document accuracy Software & System Knowledge (Project-Specific) Document Management Systems • ADNOC DMS / EDMS platforms • Aconex / SharePoint / ProjectWise (as applicable) Engineering & Office Tools • MS Office (Excel, Word, PowerPoint) • PDF markup and document comparison tools • Basic understanding of engineering drawings (P&IDs, layouts, isometrics, GA drawings) Personal Attributes Highly organized and detail-oriented Proactive and deadline-driven Clear communicator with engineering and site teams Able to work under pressure and manage multiple priorities Strong sense of confidentiality and accountability Key Deliverables Master Document Register (MDR) Transmittal logs and correspondence records Updated drawing and document status reports Controlled As-Built documentation Final project handover documentation to ADNOC Offshore Department: Services

Responsibilities

The Document Controller will manage, control, track, and maintain all engineering and project documentation for ADNOC Offshore projects, ensuring compliance with document control procedures and quality requirements. This role supports various teams by ensuring accurate and timely document flow throughout the project lifecycle.