Document Controller

Surbana Consultants Pte Ltd – Kingdom of Saudi Arabia (KSA) branch; Jakarta Pusat; On-site; IDR 78,120,000 - 133,920,000; Full time

Job summary

Surbana Consultants Pte Ltd – Kingdom of Saudi Arabia (KSA) branch is seeking a Document Controller in Jakarta to manage incoming/outgoing project documents with an authoritative EDMS, ensure version control, and support audits.

The role requires organizing digital and physical filing, maintaining logs, and assisting project teams with retrieval and queries while safeguarding confidential information.

Qualifications

• Experience with document management systems (EDMS).
• Strong attention to detail and accuracy.

Responsibilities

• Receive, register, log, and distribute documents using a document management system.
• Maintain version control and archive superseded versions.
• Establish filing structures and naming conventions.
• Track status, approvals, and review cycles; follow deadlines.
• Prepare transmittals and maintain logs.
• Support audits with traceability and compliance.
• Assist teams with document retrieval and queries.
• Archive completed documentation and prepare handover documents.
• Generate periodic reports on status and overdue actions.

Skills

Attention to detail

Communication

Record keeping

Tools

Aconex

ProjectWise

SharePoint

Job description

Key Responsibilities

Receive, register, log, and distribute incoming and outgoing documents (drawings, specifications, contracts, transmittals, RFIs, submittals, correspondence) using a document management system (e.g., Aconex, ProjectWise, SharePoint, EDMS). Maintain accurate version control and revision history, ensuring only the latest approved documents are in circulation and superseded versions are clearly marked and archived. Establish and maintain a logical filing structure and naming conventions for both electronic and hard‑copy documents. Track document status, approvals, and review cycles, and follow up with relevant parties to ensure deadlines are met. Prepare and issue transmittals, and maintain registers and logs (drawing registers, submittal logs, correspondence logs). Ensure documents comply with project, client, and regulatory requirements, including required formats, templates, and approval workflows. Manage access permissions and confidentiality, ensuring sensitive information is protected and shared only with authorised personnel. Support audits by retrieving documentation and demonstrating traceability and compliance. Assist project teams, contractors, and consultants with document retrieval and queries. Archive completed project documentation and prepare handover/as‑built documentation at project close‑out. Generate periodic reports on document status, outstanding items, and overdue actions.

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!

Surbana Jurong is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future. Its technical experts deliver sustainable solutions that cover the entire project life cycle from planning and design, through to delivery and management, as well as a full suite of multidisciplinary consultancy services across a diverse range of sectors including transportation, water, aviation, healthcare, hospitality and renewables. A global urban, infrastructure and managed services consulting firm with over 70 years of track record in successful project delivery, SJ has built more than a million homes in Singapore, created master plans in more than 60 countries and developed over 100 industrial parks globally. SJ is #23 in Engineering News-Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.