Document Controller

DOCUMENT CONTROLLER

Location: KSA

Project Type: Electrical Infrastructure QA/QS Inspection Programme

Engagement: Full-Time / Contract-Based

Role Summary

The Document Controller will be responsible for managing, controlling, and tracking all documentation related to inspection, quality assurance (QA), and quality surveillance (QS) activities within a complex infrastructure project involving generation, transmission, or distribution systems. This role ensures the accuracy, integrity, and timely flow of information between technical teams, inspectors, client representatives, and vendors.

Working closely with the Project Manager, QA/QS leads, engineers, and inspectors, the Document Controller maintains audit-ready records, supports document version control, enforces documentation standards, and facilitates traceability across the inspection lifecycle. The role is critical to ensuring regulatory compliance, inspection transparency, and quality governance throughout the programme.

Key Responsibilities

1. Document Control & Compliance

• Manage the end-to-end lifecycle of technical and QA/QS documents including Inspection Reports, NCRs, ITPs, QSPs, FAT/SAT records, and punch lists.
• Ensure accurate version control, document registration, secure storage, and distribution in accordance with project protocols.
• Implement documentation templates and naming conventions to ensure standardisation across contributors.
• Maintain document logs and registers reflecting live status, reviewer comments, and submission history.

2. Digital Systems Management

• Operate and maintain document management platforms (e.g. SharePoint, Aconex, Asite, or Maximo-integrated systems) for real-time collaboration.
• Support the upload, cross-referencing, and archiving of QA documents, photos, and inspection artefacts.
• Configure folder structures and metadata tagging to reflect inspection phases, asset categories, or vendor packages.
• Generate document status reports and trackers for weekly quality reviews and governance meetings.

3. QA/QS Records Integrity

• Verify document completeness prior to internal or client submission, checking for missing data, approvals, and signatures.
• Liaise with QA engineers and inspectors to ensure timely submission of field reports, test certificates, and compliance documentation.
• Audit the documentation trail to ensure traceability and readiness for client review or regulatory audit.
• Flag overdue or non-compliant document submissions to project leadership for escalation.

4. Stakeholder Coordination

• Interface with the clients document control team to ensure alignment on submission protocols and document exchange procedures.
• Support communication between local inspectors, technical leads, and client reviewers for document follow-up or clarifications.
• Ensure that feedback or revisions from client comments are incorporated in updated document versions and tracked.

5. Handover & Close-Out

• Organise documentation handover packages including final inspection records, QA/QC logs, equipment data sheets, and punch list status reports.
• Support archive indexing and digital transfer of records to client or programme-level repositories at project close-out.
• Contribute to lessons learned around document control workflows and recommend improvements for future engagements.

Mandatory Qualifications and Experience

Professional Experience:

• Minimum years of experience in a document control role supporting technical or engineering teams, preferably in the power sector.
• At least 3 years working within a quality-driven environment related to generation, transmission, or distribution projects.
• Demonstrated experience supporting QA/QC teams or inspection programmes involving multiple stakeholders and sites.
• Familiarity with document control in regulated utility, EPC, or infrastructure consultancy contexts.

Technical Competencies:

• Proficient in electronic document management systems (EDMS) such as SharePoint, Aconex, ProjectWise, or Maximo-based platforms.
• Strong knowledge of QA/QS documentation requirements: ITPs, QSPs, inspection reports, NCRs, punch lists, calibration certificates, test results.
• Ability to understand technical terminology and index documents appropriately based on content type and inspection phase.
• Competent in using Excel, Word, and PDF markup tools for document formatting, review, and tracking.

Educational Background:

• Degree or diploma in administration, engineering support, information management, or related field.
• Document Control certification (e.g. EDMS admin, ISO 9001 documentation compliance) preferred.
• Technical familiarity with electrical infrastructure projects is advantageous.

Desirable Skills and Experience

• Exposure to inspection services or QA/QS documentation in vendor surveillance, substation builds, or transmission line projects.
• Power Quality (PQ)
  documentation (e.g., PQ analysis reports or commissioning data) is a bonus but not essential.
• Experience supporting international teams, including document exchange with foreign vendors or consultants.
• Understanding of GCC utility documentation requirements (e.g., SEC, DEWA, KAHRAMAA) is an asset.
• Arabic language skills are desirable for supporting bilingual documentation exchange and communication with regional stakeholders.

Behavioural Competencies

• Highly organised and detail-oriented
• Trustworthy with confidential and high-value documentation
• Strong communication and coordination skills
• Reliable and proactive in follow-up and task closure
• Committed to accuracy, compliance, and audit readiness
• Flexible and able to handle competing document priorities
• Able to work independently while supporting a fast-paced, cross-functional team
• Confident in managing document workflows in bilingual (Arabic-English) environments, particularly for in-country vendor and inspector interfaces.

Performance Indicators

• Timeliness and accuracy of document submissions and updates
• Zero audit non-conformances related to document control
• Positive feedback from inspectors and technical team members
• Reduction in overdue or missing documentation
• Handover packages accepted on first submission
• High system uptime and traceability of document workflows

Work Environment and Travel

• Based in project office with some field coordination as needed.
• May require site visits to verify inspection documentation or assist inspectors with uploads.
• Must comply with project confidentiality and data protection policies.