Document Controller

2 weeks ago

Abu Dhabi, United Arab Emirates Emirates Electrical & Instrumentation Company Full time

**Company Description**
Emirates Electrical & Instrumentation Company LLC.
For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.
**Job Description** Responsibilities**:

- Establish and maintain an effective document control system for the project.
- Receive, log, and distribute incoming project documentation in a timely manner.
- Ensure accurate filing, storage, and retrieval of documents, both in physical and electronic formats.
- Implement and enforce document control procedures to maintain consistency and compliance.
- Provide administrative assistance to the project management team.
- Coordinate meetings, prepare agendas, and document minutes.
- Manage travel arrangements, accommodations, and itineraries for project personnel.
- Assist in the preparation and formatting of reports, presentations, and project documentation.
- Facilitate effective communication between project team members and external stakeholders.
- Ensure timely distribution of project-related information and updates.
- Serve as a point of contact for document-related inquiries and revisions.
- Conduct regular audits to verify the accuracy and completeness of project documentation.
- Collaborate with project teams to address and rectify any document control issues.
- Work closely with various departments to collect and compile project information.
- Coordinate with vendors, subcontractors, and other external parties to gather and manage project documents.
- Maintain regular communication with clients to understand project needs related to Letters of Authorization.
- Address client inquiries and provide timely updates on LOA status and renewal processes.
- Collaborate with the client to gather necessary information for LOA submission.
- Ensure compliance with client-specific procedures and requirements during the LOA acquisition process.
- Proactively monitor LOA expiration dates and initiate timely renewal processes.
- Coordinate with clients for any additional documentation or information required for the renewal.
- Follow up on LOA renewal submissions and ensure timely approval.

**Qualifications**
- Bachelor's degree.
- Proven experience in document control within the oil and gas industry.
- Proficient in document management software and Microsoft Office Suite.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Attention to detail and a commitment to maintaining confidentiality.
- Familiarity with industry-specific standards and regulations.
- Proficient in the use of Aconex, an Oracle cloud-based project management and collaboration platform.

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