Senior Document Controller (BMS / Engineering) Job at Aberdeen, Scotland, United Kingdom Full Time NEW

Sword is a leading provider of business technology solutions within the Energy, Public and Finance Sectors, driving transformational change within our clients. We use proven technology, specialist teams and domain expertise to build solid technical foundations across platforms, data, and business applications. We have a passion for using technology to solve business problems, working in partnership with our clients to help in achieving their goals.

About the role:

This is a senior-level position focused on supporting Business Management Systems (BMS), where your expertise will ensure that controlled documentation is accurate, compliant, and fully traceable throughout its lifecycle. You will operate at the heart of document governance, working across regulated environments to maintain high standards of quality, consistency, and accessibility.

Embedded within our customer’s operations, you will take ownership of document control processes across SharePoint-based systems and BusinessPort Agility platforms. Your role will extend beyond administration — you will influence best practice, support system optimisation, and provide guidance to stakeholders to ensure consistent and effective use of BMS frameworks.

With a strong focus on governance and continuous improvement, you will help simplify document structures, enhance usability, and ensure audit readiness at all times. Your ability to engage with stakeholders, provide coaching, and drive process improvements will be key to strengthening information management practices across the organisation.

As a Senior Document Controller, you will:

• Take ownership of the end-to-end document lifecycle, ensuring all documentation is controlled, compliant, and fully traceable from creation through to archival
• Apply and maintain document control standards, including numbering, metadata, classification, version control, and audit trails
• Ensure only current, approved documentation is available for operational use, supporting structured review cycles and managing document changes
• Support governance and compliance by performing quality checks, maintaining audit readiness, and providing documentation for audits and assurance activities
• Act as a key point of contact for document control, working closely with stakeholders to coordinate reviews, approvals, and document updates
• Provide guidance and support to users on document standards, templates, and system usage, helping to embed consistent ways of working
• Administer and support SharePoint-based BMS environments, including document libraries, metadata, workflows, permissions, and controlled publishing processes
• Support BusinessPort Agility systems, managing document workflows, relationships, and updates aligned to business processes
• Monitor and improve document control processes, identifying opportunities to simplify structures, enhance usability, and drive consistency
• Produce reporting and metrics to support compliance, transparency, and management insight
• Mentor and support junior team members, promoting strong information management practices across the business

Requirements

• Significant experience in document control within oil and gas, energy, or other regulated industries
• Strong understanding of Business Management Systems (BMS) or Company Management Systems (CMS)
• Proven experience working within SharePoint-based document control environments and/or BusinessPort Agility platforms
• Solid knowledge of metadata models, workflows, permissions, and controlled publishing processes
• Extensive experience managing document lifecycle, version control, and audit compliance
• Experience supporting audits, regulatory inspections, and management system reviews
• Strong understanding of document numbering, classification, and governance frameworks
• Excellent communication skills, with the ability to engage across technical and non-technical stakeholders
• Detail-oriented with a structured and disciplined approach to document control
• Proactive and self-motivated, with a continuous improvement mindset
• Comfortable coaching and supporting users to adopt best practices
• Ability to work independently while contributing to wider team and organisational goals

Benefits

At Sword, our core values and culture are based on caring about our people, investing in training and career development, and building inclusive teams where we are all encouraged to contribute to achieve success. We offer comprehensive benefits designed to support your professional development and enhance your overall quality of life. In addition to a Competitive Salary, here’s what you can expect as part of our benefits package:

Personalised Career Development: We create a development plan customised to your goals and aspirations, with a range of learning and development opportunities within a culture that encourages growth.

Flexible working: Flexible work arrangements to support your work-life balance. We can’t promise to always be able to meet every request, however, are keen to discuss your individual preferences to make it work where we can.

A Fantastic Benefits Package: This includes generous annual leave allowance, enhanced family friendly benefits, pension scheme, access to private health, well-being, and insurance schemes, an employee assistance programme, discounted cash plan and more….

At Sword we are dedicated to fostering a diverse and inclusive workplace and are proud to be an equal opportunities employer, ensuring that all applicants receive fair and equal consideration for employment, regardless of whether they meet every requirement. If you don’t tick all the boxes but feel you have some of the relevant skills and experience we’re looking for, please do consider applying and highlight your transferable skills and experience. We embrace diversity in all its forms, valuing individuals regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity status, race, colour, nationality, ethnic or national origin, religion or belief, sex, or sexual orientation. Your perspective and potential are important to us.

If we can do anything to help make the hiring process more accessible, please let our talent acquisition team know when you apply so we can support any adjustments.

#LI-PD1