SR. DOCUMENT CONTROLLER – SUBCONTRACTS DEPARTMENT Job Purpose To manage, control, and maintain all documents, records, and correspondence related to subcontracting activities. Ensures timely distribution, accurate filing, and proper document governance in compliance with company procedures and project requirements. Key Responsibilities Document Management & Control • Maintain and update all subcontract-related documents including contracts, agreements, variations, RFQs, compliance documents, and correspondence. • Ensure documents are reviewed, approved, and distributed according to established workflows. • Track document revisions, status updates, approval cycles, and ensure proper version control. • Maintain a structured and secure digital and physical filing system for easy retrieval. Subcontract Administration Support • Assist the Subcontracts team by preparing, formatting, and issuing subcontract packages. • Register all incoming and outgoing documents in the document control system. • Coordinate with subcontractors for submission of prequalification documents, insurances, permits, compliance certificates, and contractual deliverables. • Monitor expiration dates for critical documents such as warranties, insurance certificates, and performance bonds. Communication & Coordination • Distribute controlled documents to relevant internal stakeholders (Engineering, QA/QC, HSE, Finance, Procurement, etc.). • Liaise with subcontractors to ensure timely submission and clarification of documentation. • Support meetings by preparing document logs, minutes, and reports. System & Compliance • Ensure adherence to company document control procedures and project documentation requirements. • Maintain data accuracy within document management systems (DMS/EDMS). • Assist in audits by providing required documentation promptly. Education & Experience • MANDATORY Diploma or bachelor’s degree in engineering, or related field. • MANDATORY 2–5 years’ experience in document control, preferably within construction, engineering, or oil & gas. • Experience in subcontract or procurement environments is an advantage. Technical Skills • Proficient in MS Office Suite (Word, Excel, Outlook). • Experience with EDMS such as Aconex, SharePoint, Procore, or similar systems. • Strong understanding of document control processes, workflows, and standards. Competency • High attention to detail and strong organizational skills. • Excellent communication and coordination abilities. • Ability to manage multiple tasks, prioritize, and meet deadlines. • Strong sense of confidentiality and document integrity. Key Performance Indicators (KPIs) • Accuracy of document logs and tracking. • Timeliness of document distribution and retrieval. • Compliance with document control procedures. • Effective coordination with subcontractors and internal teams.