Document Controller - Offshore Oil & Gas Project

About the job Document Controller - Offshore Oil & Gas Project

Position Title: Document Controller

Location: KL Office Milan (Italy)

Reporting to: Project Services Manager

Hill International provides program, project, and construction management services for clients in a range of sectors undertaking major construction projects across the world. Our services include cost engineering and estimating, quality assurance, inspection, scheduling, risk management, and claims avoidance. For more information on Hill, please visit our website at www.hillintl.com

The Document Controller is responsible for managing and controlling project documentation in compliance with PMS procedures, COMPANY requirements, and industry standards. This role ensures that all engineering, procurement, construction, and commissioning within the project documentation is properly registered, distributed, tracked, and archived throughout the project lifecycle through Electronic and Hard copy as required by the COMPANY.

General Description of Role and Responsibilities [ but not limited to ]:

1. Document Management

• Establish and maintain the Document Control System (DMS/EDMS).
• Register, issue, and archive incoming and outgoing documents (drawings, specifications, procedures, manuals, correspondence).
• Control document numbering, versioning, and revisions.
• Ensure correct distribution of documents to Client, EPC/EPIC contractor(s), subcontractors, and vendors.
• Maintain up-to-date document registers and transmittal logs.

Project Support

• Support engineering, procurement, construction, and commissioning teams with document submission and retrieval.
• Monitor vendor/subcontractor documentation submission per project schedule.
• Ensure document deliverables meet contractual requirements (e.g., metadata, format, review cycles).
• Coordinate with QA/QC to maintain records for audits and compliance.

Compliance & Quality

• Ensure document management procedures comply with ISO 9001, ISO 29001, and company QMS.
• Implement document control standards for technical and commercial correspondence.
• Prepare status reports for project management and client reviews.
• Support handover documentation and final project data books (As Built).

Training & System Use

• Train project team members on DMS usage and document control processes.
• Interface with IT/EDMS team to resolve system issues.

Key Deliverables

• Controlled document registers (engineering, procurement, construction).
• Document distribution matrices.
• Transmittal sheets and submission records.
• Status reports (weekly/monthly).
• Final documentation handover package (Dossiers, Data Books, As-Builts).

Technical Skills

• Proficient in Electronic Document Management Systems (EDMS) such as Aconex, Procoor, ProArc, Documentum, SharePoint, or similar.
• Strong knowledge of MS Office (Word, Excel, PowerPoint).
• Understanding of ISO standards and project document numbering systems.

Qualifications, Experience, Knowledge and Skills:

• Bachelor Degree from an accredited university.
• Work experience of eight (8) years after earning the university degree.
• Candidates should have a minimum of 5 years of offshore experience in total, with at least the last 3–5 years spent on offshore projects.
• Excellent spoken and written English including proven ability to write reports.