Project Document Controller

Company Description

Trainor Consulting is an international consulting firm specialized in heavy industry and energy projects, supporting clients across China and the APAC region. The company delivers high-value expertise in sectors such as oil & gas, refineries, tank farms, fuel storage infrastructure, and large-scale industrial EPC projects.

With a strong focus on technical excellence and project delivery, Trainor Consulting partners with major industrial players to provide engineering consulting, project management, and workforce solutions tailored to complex and capital-intensive environments.

The firm is recognized for its ability to mobilize highly skilled international and local talent, including expatriate technical experts, consultants, and project specialists, to support critical operations and infrastructure development.

Job Description

• Establish and implement document control procedures and workflows aligned with EPC marine project requirements, ensuring compliance with company standards, marine industry regulations (e.g., ABS, DNV, BV), and client requirements.




• Manage the full lifecycle of project documents, including document receipt, registration, classification, indexing, version control, storage, and archiving (both electronic and hard copy), ensuring all documents are traceable and up-to-date.




• Coordinate the review, approval, and distribution of project documents (e.g., technical drawings, engineering specifications, procurement documents, construction records, test reports) among internal teams (engineering, procurement, construction, quality), external clients, contractors, and regulatory authorities.




• Maintain and update the project document management system (e.g., EDMS) to ensure accurate and timely document retrieval; monitor document status, follow up on pending reviews/approvals, and resolve document-related discrepancies.




• Control document revisions and changes, issue document revision notices, and ensure all stakeholders are using the latest valid versions of documents to avoid errors in project execution.




• Prepare and submit document-related reports (e.g., document status reports, distribution logs, archiving reports) to the management team and clients on a regular basis.




• Assist in the preparation of project handover documents, ensuring all required documents are complete, organized, and compliant with contract and regulatory requirements.




• Coordinate with internal and external parties to resolve document-related issues, ensure effective communication, and support the smooth progress of EPC marine project activities.




• Ensure compliance with document retention policies and regulations, manage document archiving and disposal in accordance with company and industry standards.




• Support the document control team in daily operations, including training new team members (if applicable) and optimizing document control processes to improve efficiency.

Qualifications

• Bachelor’s degree or above in Document Management, Project Management, Marine Engineering, Mechanical Engineering, or related fields; relevant diploma with extensive document control experience is also acceptable.




• 2+ years of document control experience in EPC marine projects (offshore platforms, marine vessels, subsea engineering, or offshore wind projects); experience with EPC project document management is essential.




• Familiar with EPC project document control processes, including document lifecycle management, version control, and approval workflows; knowledge of marine industry document standards (e.g., ABS, DNV, BV) and regulatory requirements is a plus.




• Proficient in using document management systems (EDMS) and Microsoft Office software (Excel, Word, PowerPoint, Outlook); experience with EDMS tools (e.g., Documentum, OpenText) is preferred.




• Strong attention to detail, high accuracy, and ability to manage multiple documents and tasks simultaneously in a fast-paced project environment.




• Excellent communication and coordination skills, able to work effectively with cross-functional teams, clients, and contractors to ensure smooth document flow.




• Fluent in English (written and spoken), able to read, edit, and manage English technical documents, contracts, and reports; English proficiency is a must for this role.




• Strong sense of responsibility, self-motivated, and able to work independently and under pressure to meet project deadlines.




• Familiar with electronic and hard copy document archiving standards, and able to maintain organized document records.




• Willing to travel to project sites as needed to coordinate document-related work.

Preferred Q

Additional Information

What We Offer 

• Opportunity to work on major offshore Oil & Gas projects  

• International engineering environment  

• Career development and technical growth opportunities  

• Dynamic and multicultural workplace in Shanghai, China