Project Information Coordinator / Document Controller📣 Job Ad

About the Role

Petromin Corporation is seeking a Project Information Coordinator / Document Controller to join its team in Makkah, with operations spanning Rabigh and Makkah. This full-time role is crucial for maintaining a complete, current, and auditable project record, ensuring that information delays or revision errors do not disrupt the six-month programme. The position is responsible for the administrative integrity of all project information, including configuring and operating the common data environment. By ensuring compliance and tracking all project documentation, this role enables senior resources to focus on analysis and site assurance.

The Project Information Coordinator / Document Controller reports to the Senior Project Delivery, Controls & Contract Manager, with functional access to the Petromin Project Director. It involves interfacing with embedded resources, Contractor document control, assurance consultants, and various Petromin stakeholders. The recommended seniority for this position is 7+ years on major construction projects, coupled with advanced EDMS/CDE and handover-documentation capabilities.

Key Responsibilities

• Implement Petromin's document-management procedure, including numbering, metadata, folder structure, status/suitability codes, revision rules, transmittal workflow, review matrix, and distribution groups.
• Establish and maintain the master document register and linked registers for various project elements such as drawings, calculations, specifications, materials, shop drawings, method statements, ITPs, RFIs, technical queries, deviations, NCRs, inspections/tests, samples/mock-ups, authorities/utilities, interfaces, decisions, changes, and handover records.
• Perform submission compliance checks for document number, title, revision, status, discipline, package, native/searchable format, attachments, signatures/certification, and superseded references; return administratively incomplete submissions with a recorded reason.
• Route complete submissions to the correct Petromin reviewers, record contractual and internal due dates, issue reminders/escalations, and assemble one consolidated response authorised by the Senior Project Delivery, Controls & Contract Manager.
• Maintain the consolidated comment register from initial comment through Contractor response, reviewer disposition, incorporation in the next revision, and formal closure.
• Prevent the use of superseded or unapproved documents; issue controlled distribution and maintain current-document lists for office and site teams.
• Administer meeting calendars, agendas, attendance, minutes, actions, and decision references; link actions to supporting correspondence and evidence.
• Produce daily/weekly status and ageing dashboards for submissions, comments, RFIs, decisions, NCRs, approvals, and handover deliverables.
• Maintain correspondence and notice logs without interpreting entitlement; immediately flag time-sensitive notices or contractual communications to the Senior Project Delivery, Controls & Contract Manager.
• Build the final handover index from mobilisation and reconcile as-builts, native files/BIM, test packs, asset data, O&M manuals, training, warranties, spare-parts records, certificates, authority approvals, and snag/NCR closure.
• Apply access control, backup, audit trail, naming, and retention requirements; maintain confidentiality and transfer the complete record to Petromin on demobilisation.

Mandatory Deliverables

• Operational document-management procedure, review matrix, and master document register within three working days of mobilisation or system access.
• Daily overdue/critical-submission list and weekly information-control dashboard.
• Up-to-date consolidated comment, RFI, action, decision, correspondence, authority, and handover registers.
• Controlled minutes and action list issued within one working day of each formal meeting unless Petromin directs otherwise.
• Current-document and superseded-document controls for active work fronts.
• Final indexed electronic project record and handover dossier reconciliation report.

Performance Indicators

• Registration completeness: 100% of formal incoming/outgoing records registered, linked, and retrievable; no off-system approvals.
• Revision control: Zero known instances of superseded/unapproved information being issued as current due to document-control error.
• Workflow speed: Complete submissions routed the same working day; minutes issued within one working day; overdue items escalated before expiry.
• Register accuracy: Statuses reconcile to source transmittals and reviewer evidence; no unsupported closures.
• Comment closure: Each comment has an owner, response, disposition, incorporation check, and final closure reference.
• Handover readiness: Handover index progressively populated; missing, rejected, and overdue items visible throughout execution.

Authority and Limitations

• May return administratively incomplete or incorrectly coded submissions and may enforce the approved information workflow.
• May not make technical dispositions, close technical comments/NCRs, interpret contractual entitlement, issue instructions, or alter approved records without authorised evidence.
• Must escalate—not silently correct—material inconsistencies in revision, status, signature, certification, or distribution.

Work Environment and Requirements

This is a full-time assignment based at the project/site office in Makkah, covering locations such as Rabigh and Makkah. The role requires sufficient experience to manage the information system effectively without daily supervision, specifically 7+ years on major construction projects with advanced EDMS/CDE and handover-documentation capability. Salary for this position will be disclosed during the interview process.