Document Controller

It's fun to work in a company where people truly BELIEVE in what they are doing!

We're committed to bringing passion and customer focus to the business.

For more information visit : http://www.osecoelfab.com/

Position Overview

The Document Controller is responsible for managing all engineering and project documentation associated with OsecoElfab’s MCP Project portfolio. This role ensures that all internal, supplier, and customer-related documents are properly controlled, submitted, and tracked through the approval cycle in compliance with OsecoElfab standards, customer requirements, and quality procedures. The position serves as the central point of contact for all document control activities, supporting coordination between Engineering, Operations, Quality, and Customer Teams (UK, US, and India offices).

You will be expected to accurately track pending documents through weekly progress reports to ensure that all documents are aligned with the manufacturing time frame for the project. You will work closely with Project Engineers and Quality during the inspection phase of projects to ensure that all documents are completed/ approved so that goods can be released to ship. You will work closely with finance, operations and engineering to ensure deliverables and actions are efficiently and effectively executed.

Key Responsibilities

1. Document Management & Control

• Maintain a master document register for each MCP project, tracking submissions, revisions, and approvals.
• Manage document numbering, revision control, and file naming conventions in accordance with OsecoElfab document control procedures.
• Handle all incoming and outgoing correspondence, including transmittals, GADs, datasheets, test reports, and nameplate drawings.
• Ensure only approved and current versions of documents are distributed internally and externally.
• Maintain a clear archive of superseded or obsolete revisions.
• Ensure documentation requirements defined within the PO contract, are properly incorporated into the engineering deliverables.
• Review Project/End Client documentation specifications.
• List out the required documents and documenting the project details.

2. Customer & Supplier Coordination

• Prepare and issue transmittals for customer submissions (via email or portal).
• Monitor customer comments, VDRL sheets, and approval statuses, ensuring timely resubmission of revised documents.
• Follow up with suppliers for vendor documents (MTRs, calibration certificates, and procedures) to support project documentation.
• Support the Project Coordinator in consolidating customer submission packages and final data books.

3. Internal Coordination & Tracking

• Liaise with Engineering and Quality teams for drawing releases, test procedures, and FAT documents.
• Coordinate with UK/US counterparts on document submission schedules and version control alignment.
• Update internal document trackers and ensure all latest documents are saved in the shared project folder under the correct project ID.
• Assist in preparing weekly document status reports for project review meetings.

4. Compliance & Quality Assurance

• Ensure document management activities are compliant with OsecoElfab’s QMS and customer specifications.
• Support internal and external audits by maintaining traceable and well-organized documentation.
• Maintain confidentiality and security of sensitive documents and customer communications.

Additional requirements

• Input orders to the ERP (Dynamics 365) system in a timely manner
• Dealing with customer emails and calls facilitating sales order processing
• Resolve customer and representative issues with stuck orders
• Ensure that purchase orders received are correct and match any quotation sent
• Support OsecoElfab Agencies, Representatives, and direct sales force on targeted capital projects during bid stage.

Qualifications & Experience

• Education: Diploma or Bachelor’s degree in, Business Administration, or related discipline.
• Experience: Minimum 2–5 years of experience in document control within EPC / Oil & Gas / Engineering projects.
• Preferred Background: Experience with project documentation for an engineering/manufacturer or a company with project documentation/administrative duties.
• Software Proficiency:

  MS Office (Excel, Word, PowerPoint)

  Document Management Systems (SharePoint / Aconex)

  PDF editing and markup tools.

Key Competencies

• Excellent attention to detail and accuracy in document tracking.
• Strong organizational and coordination skills.
• Clear written and verbal communication, with ability to follow up professionally with customers and suppliers.
• Ability to manage multiple project submissions simultaneously and meet deadlines.
• Familiarity with international documentation standards and customer submittal formats.

Performance Indicators

• On-time submission of documents as per customer schedule.
• Accuracy of project document trackers and registers.
• Positive feedback from project leads, engineering, and customer teams.
• Compliance with internal document control and QMS procedures.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

Not the right fit?Let us know you're interested in a future opportunity by clicking Introduce Yourself in the top-right corner of the page or create an account to set up email alerts as new job postings become available that meet your interest!