Document Controller

Bureau Veritas Singapore Pte Ltd; Otago; On-site; NZD 70,000 - 100,000; Full time

Job summary

Bureau Veritas Singapore Pte Ltd is seeking an experienced Document Control Specialist to manage project documents within an EDMS, ensure accurate registration and retrieval, and oversee workflows across internal teams, consultants, contractors, and clients.

The role requires a Diploma or equivalent in a related discipline and at least 5 years' experience in document control or information management for large-scale projects.

Qualifications

• Diploma or equivalent qualification required.
• Minimum 5 years of relevant experience in document control, registry management, or project information management, preferably in large-scale infrastructure projects.
• Strong knowledge of document control, records management, and quality management systems.

Responsibilities

• Manage and maintain project documents, drawings, correspondence, and records in EDMS.
• Ensure documentation is registered, categorized, distributed, archived and retrievable per project requirements.
• Administer document control workflows: submissions, reviews, approvals, revisions, transmittals.
• Monitor status and ensure timely processing of deliverables between internal teams, consultants, contractors and clients.
• Maintain document registers, metadata, workflow states and audit trails for data integrity and traceability.
• Coordinate with stakeholders to ensure compliance with procedures and information management.
• Generate and maintain reports, dashboards, and performance metrics using Excel and Power BI.
• Support ISO 9001 and ISO 19650 information management where applicable.
• Manage Deliverables Management in Bentley ProjectWise or similar EDMS.
• Conduct regular audits to ensure compliance with requirements.
• Develop and improve document control procedures, templates, and workflows.
• Provide training to project teams on document management systems and best practices.]
• COMPANY NAME: Bureau Veritas Singapore Pte Ltd
• KEY POINTS: Document control, EDMS, ISO standards, data integrity

Skills

Document control

Records management

Quality management

EDMS

Power BI

Excel (Pivot Tables)

Power Query

Stakeholder management

Communication

ISO 9001 familiarity

ISO 19650 familiarity

BIM/Information management

Education

Diploma or equivalent (Business Administration / Information Management / Engineering)

Tools

Bentley ProjectWise

Deliverables Management (DM) module

Microsoft Excel

Power BI

Job description

Job Responsibilities

• Manage and maintain project documents, drawings, correspondence, and records within the Electronic Document Management System (EDMS).
• Ensure all project documentation is accurately registered, categorized, distributed, archived, and retrievable in accordance with project requirements.
• Administer document control workflows, including submissions, reviews, approvals, revisions, and transmittals.
• Monitor document status and ensure timely processing of deliverables between internal teams, consultants, contractors, and clients.
• Maintain document registers, metadata attributes, workflow states, and audit trails to ensure data integrity and traceability.
• Coordinate with project stakeholders to ensure compliance with document control procedures and information management requirements.
• Generate and maintain project reports, dashboards, and performance metrics using Excel, Power BI, or other reporting tools.
• Support the implementation and adherence to ISO 9001 quality management standards and ISO 19650 information management requirements where applicable.
• Manage and maintain Deliverables Management (DM) processes within Bentley ProjectWise or similar EDMS platforms.
• Conduct regular document audits to ensure compliance with project, client, and regulatory requirements.
• Assist in the development and continuous improvement of document control procedures, templates, and workflows.
• Provide training and guidance to project teams on document management systems and best practices.

Job Requirements

• Diploma in Business Administration, Information Management, Engineering, or a related discipline, or equivalent qualification.
• Minimum 5 years of relevant experience in document control, registry management, or project information management, preferably within large-scale infrastructure, construction, engineering, or transportation projects.
• Strong knowledge of document control principles, records management, and quality management systems.
• Familiarity with ISO 9001 and/or ISO 19650 (Information Management using BIM) standards will be an advantage.
• Proficient in Microsoft Office Suite, particularly: Microsoft Excel (Pivot Tables, Power Query, advanced reporting)Power BI dashboard development and maintenance
• Experience with Bentley ProjectWise and its Deliverables Management (DM) module is highly preferred.
• Extensive experience managing Electronic Document Management Systems (EDMS), including: Metadata and attribute management, document workflows and revision control, Audit trails and document traceability, Information governance and compliance
• Strong analytical, organizational, and problem-solving skills with excellent attention to detail.
• Ability to manage a high volume of documents and deliverables under tight deadlines.
• Excellent communication and stakeholder management skills.
• Able to work independently and collaboratively within a multidisciplinary project environment.