Documentation Specialist

Job Description

About the Role

As a Documentation Specialist, you will be responsible for managing and controlling project documentation from receipt through final delivery. Your work will ensure documentation is accurate, traceable, compliant with contractual requirements, and available to internal and external stakeholders when needed.

You will contribute directly to efficient project execution by coordinating documentation across multiple functions while supporting continuous improvement of document control processes and systems.

Responsibilities

• Receive, register, distribute, and track project documentation throughout the project lifecycle.
• Maintain document control systems, document registers, revision control, and document traceability.
• Coordinate documentation activities across Engineering, Manufacturing, Quality, Project Management, Supply Chain, suppliers, and customers.
• Process customer and supplier documentation, transmittals, and review comments accurately and on time.
• Monitor documentation deliverables against project schedules and contractual milestones.
• Ensure all documentation complies with contractual requirements, customer specifications, and company procedures.
• Maintain accurate document status reports and provide visibility of documentation progress.
• Identify documentation risks, proactively communicate potential delays, and support timely resolution.
• Administer documentation using document management systems including RigDoc, Teamcenter, SharePoint, Aconex, and similar platforms.
• Contribute to the continuous improvement of document control processes, systems, and best practices.

Qualifications

Essential

• Bachelor's degree in Business Administration, Information Management, Quality Management, or a related field, or equivalent experience.
• 3–5 years of document control experience in Oil & Gas, EPC, Manufacturing, or another project-based industry.
• Experience supporting engineering, manufacturing, or capital projects.
• Knowledge of document control principles, revision control, transmittals, and document management processes.
• Hands-on experience with document management systems such as RigDoc, Teamcenter, SharePoint, Aconex, or similar.
• Strong organizational, communication, and collaboration skills with a high level of accuracy and attention to detail.

Preferred

• Professional certification in Document Control or Information Management.
• Experience working in a global or multicultural project environment.
• Knowledge of quality management systems and contractual documentation requirements.