Document Controller

The Document Controller will serve as the Owner’s primary point of coordination for project documentation, overseeing the receipt, distribution, review workflow, tracking, filing, and final turnover of documentation generated by the Engineering, Procurement and Construction (EPC) contractor, equipment vendors, subcontractors, consultants, and other project stakeholders.Key ResponsibilitiesOwner / EPC Document Control InterfaceServe as the primary document-control liaison between the Owner, EPC contractor, engineering consultants, equipment vendors, subcontractors, and other contractors.Establish and maintain the Owner’s document-control requirements, procedures, workflows, numbering conventions, metadata requirements, and document distribution matrices.Verify that EPC and contractor document-control processes comply with contractual requirements and the Owner’s project procedures.Coordinate the formal transmittal of documents between the Owner and EPC/contractor organizations.Maintain clear separation and traceability between documents submitted for information, review, approval, construction, commissioning, and final record/as-built purposes.Monitor contractor compliance with required document submission schedules and escalate overdue, incomplete, or deficient documentation to the appropriate Owner representative.Participate in document-control coordination meetings with EPC and contractor teams as required.Document Management and ControlAdminister and maintain the Owner’s project Document Management System (DMS/EDMS).Maintain the project Master Document Register (MDR) and reconcile it against EPC and contractor document registers.Ensure documents are properly numbered, titled, classified, revision-controlled, status-coded, and indexed.Verify that only the current approved/released revisions are available for project execution.Maintain complete audit trails for document revisions, reviews, approvals, superseded documents, and formal correspondence.Control access and distribution of project documentation in accordance with project requirements.Identify duplicate, conflicting, obsolete, or improperly controlled documents and coordinate resolution.Perform periodic document-control audits and report deficiencies or areas requiring corrective action.Engineering DocumentationCoordinate and track engineering deliverables including, but not limited to:Design criteria and engineering specificationsProcess Flow Diagrams (PFDs)Piping and Instrumentation Diagrams (P&IDs)Electrical one-line diagramsElectrical schematics and wiring diagramsEquipment layouts and general arrangementsCivil, structural, mechanical, piping, electrical, and instrumentation drawingsControl system architecture and logic documentationCause-and-effect diagramsEquipment and instrument data sheetsEngineering calculations and studiesEquipment lists, line lists, cable schedules, instrument indexes, and I/O listsDesign change documentationRequests for Information (RFIs) and technical queriesTechnical deviations, waivers, and concessionsIssued for Construction (IFC) documentationRedline and final as-built drawingsEnsure that Owner reviews and comments are properly transmitted to the responsible party and that comment resolution is documented and closed.Vendor and Procurement DocumentationCoordinate the receipt, review, tracking, and final acceptance of vendor documentation associated with major equipment and packaged systems, including:Natural gas engines, turbines, or generating equipmentGenerators and associated auxiliariesTransformers, switchgear, MCCs, and electrical distribution equipmentGas receiving, conditioning, pressure regulation, and metering systemsCooling systemsFuel gas systemsInstrumentation and control systemsDCS/PLC/SCADA systemsFire and gas detection/protection systemsBalance-of-plant equipmentPackaged mechanical and electrical systemsCoordinate and maintain project records generated during construction, including:Inspection and Test Plans (ITPs)Inspection reportsMaterial receiving documentationMaterial certificates and Certificates of ConformanceWelding documentation and weld mapsNDE/NDT recordsPressure and leak test recordsElectrical test reportsInstrument calibration recordsEquipment installation and alignment recordsConcrete, civil, structural, piping, mechanical, electrical, and instrumentation quality recordsNon-Conformance Reports (NCRs)Field change noticesConstruction redlinesPunch lists and completion recordsWork with the Owner’s Construction and Quality teams to ensure required records are complete and traceable to the applicable system, equipment, drawing, or work package.Commissioning, Startup and Turnover Documentation. Support the Owner’s commissioning and startup teams by controlling and tracking documentation associated with system completion and turnover, including:Mechanical Completion documentationSystem and subsystem turnover packagesPre-commissioning check sheetsCommissioning proceduresFunctional and performance test proceduresStartup proceduresTest reports and resultsEquipment commissioning recordsElectrical energization recordsControl system testing documentationPunch-list documentation and closeoutPerformance testing recordsReliability/run-test documentationTraining recordsO&M manualsRecommended spare parts listsWarranty documentationEnsure documentation required for system turnover, energization, startup, and Owner acceptance is available before the applicable project milestone.As-Built and Final Project TurnoverTake a lead role in managing the documentation portion of EPC and contractor closeout.Develop and maintain a final documentation turnover matrix/checklist identifying all required deliverables.Track final redlines and as-built documentation from field markups through incorporation into final record drawings.Verify that final as-built documents accurately reflect approved project changes and field conditions.Coordinate final turnover of engineering, vendor, construction, quality, commissioning, and O&M documentation.Verify that final documentation packages meet contractual requirements before recommending Owner acceptance.Identify missing, incomplete, or non-compliant turnover documentation and maintain deficiency/punch lists through closure.Coordinate transfer of final project records from the project organization to the Owner’s Operations/Maintenance organization.Ensure final records are structured and indexed for long-term retrieval and use throughout the operating life of the facility.Develop and maintain document-control metrics and reports, including:Total planned versus received documentsDocuments awaiting Owner reviewOverdue contractor/EPC submissionsOverdue Owner reviewsDocuments requiring resubmissionOpen Owner commentsVendor-document statusAs-built documentation statusO&M manual statusCommissioning and turnover-package statusFinal documentation completion percentageQualificationsMinimum 5–10 years of document-control experience on major industrial, power generation, oil and gas, petrochemical, LNG, infrastructure, or similar EPC projects.Previous experience working directly for an Owner/Developer or Owner’s Engineer strongly preferred.Demonstrated experience interfacing with EPC contractors and managing contractor-generated documentation.Experience supporting projects through engineering, construction, commissioning, startup, and final turnover.Strong understanding of engineering and construction document lifecycles and revision-control principles.Experience managing Master Document Registers and contractor/vendor document registers.Familiarity with industrial engineering drawings and documentation, including P&IDs, one-lines, equipment drawings, specifications, data sheets, vendor documents, and as-built drawings.Experience with electronic document management systems such as Aconex, Autodesk Construction Cloud, Procore, SharePoint, OpenText, Documentum, or similar platforms.Strong Microsoft Excel skills and ability to manage large document registers and status reports.Excellent organizational skills and attention to detail.Strong written and verbal communication skills.Ability to professionally challenge EPC and contractor teams regarding overdue, incomplete, incorrectly classified, or non-compliant documentation.Experience with one or more of the following is preferred:Natural gas power generation facilitiesReciprocating engine or gas turbine generationData center power infrastructureHigh-voltage and medium-voltage electrical systemsSubstations, transformers, switchgear, and protection systemsNatural gas receiving and conditioning systemsDCS, PLC, SCADA, and plant control systemsMechanical Completion and Commissioning Management SystemsEPC contract deliverables and contractual document requirementsSystem-based turnover and commissioningOperations-readiness and final handover processesThe successful candidate will demonstrate:Owner’s mindset – protects the Owner’s interests and ensures contractual documentation obligations are fulfilled.Attention to detail – maintains accurate document status, revision, and traceability.Accountability – actively follows outstanding documentation through closure rather than simply recording status.Communication – effectively coordinates across engineering, construction, commissioning, operations, EPC, vendors, and contractors.Schedule awareness – understands how late documentation can affect procurement, construction, commissioning, energization, startup, and commercial operation.Technical familiarity – understands the purpose and lifecycle of engineering, vendor, construction, quality, and commissioning documents.Closeout discipline – drives documentation toward complete, organized, and auditable final turnover.