Project Executive cum Document Controller

About the Role

We are seeking a proactive and well-organized Project Executive cum Document Controller to support the execution and documentation of engineering projects. The successful candidate will work closely with Project Managers, Engineering, Procurement, Production, Quality, Logistics, vendors and customers to ensure project activities, documentation, submissions and follow-up actions are completed according to project requirements and schedules.

Responsibilities - Project Executive

• Assist the Project Manager in the day-to-day coordination and execution of projects.
• Monitor project schedules, milestones, deliverables and outstanding action items.
• Coordinate activities between Engineering, Procurement, Production, QA/QC, Logistics and other internal departments.
• Follow up with suppliers and subcontractors on technical documents, material status and delivery schedules.
• Coordinate with customers and vendors regarding project documentation, submissions and outstanding matters.
• Maintain project action lists and follow up with responsible parties to ensure timely closure.
• Assist in preparing project progress reports, status reports and management updates.
• Support project meetings, Kick-Off Meetings (KOM), design reviews, Factory Acceptance Test (FAT) and other project activities.
• Prepare and distribute meeting minutes and follow up on agreed actions.
• Assist in tracking procurement, fabrication, inspection, testing and delivery activities.
• Highlight potential delays, overdue actions and project risks to the Project Manager.
• Assist with project correspondence and records relating to variations, additional work and changes in project scope.
• Support project close-out and preparation of final project documentation.

Responsibilities - Document Control

• Establish and maintain the Vendor Document Register (VDR) and other document tracking registers.
• Maintain proper document numbering, revision control and document status.
• Prepare and issue document transmittals to customers, vendors and other parties.
• Register incoming and outgoing drawings, specifications, procedures, datasheets, reports and correspondence.
• Ensure documents are submitted according to contractual VDR requirements and agreed schedules.
• Distribute customer comments and returned documents to the relevant internal personnel.
• Track document comments, revisions, approvals and outstanding submissions until final acceptance.
• Ensure only the latest approved document revisions are available and circulated for project use.
• Maintain proper electronic project filing and document folder structures.
• Compile documentation for FAT, inspection, testing, shipment and project handover.
• Coordinate preparation and submission of Manufacturing Record Books (MRB), final dossiers and As-Built documentation.
• Maintain complete and traceable project documentation throughout the project lifecycle.

Required competencies and certifications

• Diploma in Engineering, Project Management, Business Administration or a related discipline.
• Approximately 1–3 years of relevant experience in project coordination, project administration or document control is preferred.
• Experience in Oil & Gas, EPC, FPSO, instrumentation, analyzer systems, process packages or engineering/system integration will be an advantage.
• Good working knowledge of Microsoft Excel, Word, PowerPoint and PDF Editor.
• Familiarity with document registers, transmittals, revision control and engineering documentation is preferred.
• Able to read and understand basic engineering documentation and drawings.
• Good written and verbal communication skills in English.
• Strong organizational skills, attention to detail and ability to manage multiple priorities.
• Proactive in following up outstanding actions and able to work independently and within a multidisciplinary team.
• Experience maintaining VDR and document submission schedules.
• Experience coordinating with customers, engineering teams and suppliers.
• Understanding of engineering project workflows from design and procurement through fabrication, FAT and delivery.
• Basic knowledge of procurement and logistics processes.
• Experience with document management systems or customer document portals.
• Good Excel skills for project trackers, status reports and dashboards.

Skills

Document Management, Microsoft PowerPoint, provide procedures, Document Control, Vendor Development, Revision Control, Archiving, Well Organised, Contractual Requirements, acceptance process, Manual and Digital Drawings Production, Preparation of Correspondence & Reports, Datasheets, Product specifications, Document Delivery, handing customer complaints