Senior Document Controller - Subcontracts Department
Location: Qatar
Contract: Permanent
Job Purpose
Manage, control, and maintain all documents, records, and correspondence related to subcontracting activities. Ensure timely distribution, accurate filing, and proper governance in compliance with company procedures and project requirements.
Key Responsibilities
Document Management & Control
- Maintain and update all subcontract-related documents including contracts, agreements, variations, RFQs, compliance documents, and correspondence
- Ensure documents are reviewed, approved, and distributed according to established workflows
- Track document revisions, status updates, and approval cycles while maintaining proper version control
- Maintain a structured and secure digital and physical filing system for easy retrieval
Subcontract Administration Support
- Assist the Subcontracts team in preparing, formatting, and issuing subcontract packages
- Register all incoming and outgoing documents in the document management system
- Coordinate with subcontractors for submission of prequalification documents, insurances, permits, compliance certificates, and contractual deliverables
- Monitor expiration dates for critical documents such as warranties, insurance certificates, and performance bonds
Communication & Coordination
- Distribute controlled documents to relevant internal stakeholders including Engineering, QA/QC, HSE, Finance, and Procurement
- Liaise with subcontractors to ensure timely submission and clarification of documentation
- Support meetings by preparing document logs, minutes, and reports
System & Compliance
- Ensure adherence to document control procedures and project documentation requirements
- Maintain data accuracy within document management systems
- Assist in audits by providing required documentation promptly
Education & Experience
- Diploma or bachelor's degree in engineering or a related field
- 2-5 years' experience in document control, preferably within construction, engineering, or oil & gas
- Experience in subcontract or procurement environments is an advantage
Technical Skills
- Proficient in MS Office Suite (Word, Excel, Outlook)
- Experience with document management systems
- Strong understanding of document control processes, workflows, and standards
Competencies
- High attention to detail and strong organisational skills
- Excellent communication and coordination abilities
- Ability to manage multiple tasks, prioritise, and meet deadlines
- Strong sense of confidentiality and document integrity
Key Performance Indicators (KPIs)
- Accuracy of document logs and tracking
- Timeliness of document distribution and retrieval
- Compliance with document control procedures
- Effective coordination with subcontractors and internal teams